Under the direction of the Manager of Wastewater Services, the Administrative Assistant provides a broad range of administrative and secretarial support services for the Manager and the Division Administrative Team. The Administrative Assistant is responsible for organizing work flow, establishing and maintaining effective and efficient systems for reports, correspondence, and issues tracking; priority identification and deadline control; scheduling of meetings and appointments, taking of minutes during meetings, screening and referral of incoming inquiries and requests, information gathering and compilation and preparation of routine correspondence and drafting of standard reports. The Administrative Assistant uses considerable initiative, discretion and judgment in undertaking the duties and responsibilities of this position.
The accuracy and detail of information recorded in meetings and included in reports, as well as deadline control, are critical components of this position due to the regulatory/reporting requirements from Provincial agencies.

As the Clerk C – Administrative Assistant, you will:

• Provide a broad range of administrative and secretarial support for the Manager of Wastewater Services and Wastewater Services Administrative Team.
• Provide research support for the Wastewater Services Division.
• Train and supervise junior staff, as necessary.

YOUR EDUCATION AND QUALIFICATIONS INCLUDE:

• High school graduation supplemented by post-secondary education in business, office procedures, or the equivalent combination of training and experience, and demonstrated competence in a junior clerical grade.
• Demonstrated ability to manage workflow, identify and manage deadlines, develop and maintain administrative processes that support day-to-day operations.
• General knowledge of budgets, bookkeeping, and financial reporting.
• Three (3) to five (5) years’ experience in an administrative capacity.
• Thorough knowledge of the Wastewater Services Division structure, protocols, procedures and by-laws is required.
• Thorough knowledge of Civic Service, Inter-Departmental relationships would be an asset.
• Demonstrated ability to communicate effectively, both orally and in writing.
• Demonstrated proficiency with the Microsoft Office Suite of products (Word and Excel at an advanced level, Outlook, and PowerPoint).
• Ability to work with other computer systems, such as PeopleSoft for reporting on data related to finance, safety, etc.
• Demonstrated ability to take notes/minutes accurately.
• Demonstrated ability to create written responses to inquiries as well as proofread, edit, and recommend changes to administrative reports.
• Ability to handle confidential information and to exercise the utmost discretion in providing information to others.
• Demonstrated ability to handle multiple tasks simultaneously, to prioritize activities, and to be able to change focus from one activity to another.
• Demonstrated ability to establish and maintain effective working relationships with employees at all levels of the organization, external contacts and the public, in accordance with the Respectful Workplace Standard.
• Demonstrated ability and initiative to work with minimal supervision and to exercise sound judgment.
• IMPORTANT: Applicants who have been educated outside of Canada must have education which is comparable to the minimum qualification in Canada. Applicants submitting foreign credentials require an official academic assessment report issued by a recognized Canadian assessment service https://www.canalliance.org/en/ at application.

Please refer the Job description for details