HOW DO I QUALIFY?

You have a Community College Diploma in Office Administration or equivalent. Your formal education is augmented by 3 to 5 years of progressively responsible positions that have resulted in outstanding administrative office skills, complemented by a highly developed understanding of municipal government and service delivery. An equivalent combination of education and experience may also be considered.

In addition, your experience includes:

• The ability to respect confidentiality while demonstrating maturity, initiative, discretion and good judgment.
• Effective interpersonal, organizational and communication skills to enable the candidate to represent the Community Services Commission in a professional and courteous manner in dealing with the general public and staff, and in coordinating customer service responses.
• Proofreading, letter writing, minute taking, editing and writing skills to support management in correspondence, report writing and preparing presentation materials.
• Proficiency with office automation and computer applications such as Microsoft Office products, including Microsoft Outlook and EAMS.
• Minute taking skills and strong acumen for the effective use of technology.

CORE KNOWLEDGE REQUIRED FOR SUCCESS:

You are an experienced professional with a comprehensive knowledge of:

• Current and future policies, practices, trends, technology, and information.
• Acts, regulations, and directives as they apply.
• Microsoft Office products, automated financial systems for budget preparation and accounts payable/receivable (CIS), AMANDA, and GIS.

• Managing day-to-day administration for the Commissioner of Community Services, including scheduling, resolving calendar conflicts, providing immediate support, making travel arrangements and preparing confidential correspondence. Ensuring appropriate documentation is available for the Commissioner by maintaining a daily bring forward file, council report tracker and issues management tracker.
• Monitoring incoming e-mails for the Commissioner ensuring that issues of priority are dealt with in a timely manner. Responding to or forwarding independently, e-mails requiring response as appropriate.
• Scheduling and coordinating appointments, meetings and events (including twice annual extended community services leadership team meetings).
• Preparing and distributing agendas.
• Attending meetings, preparing and distributing minutes of meeting, preparing correspondence maintaining a high level of accuracy and confidentiality.
• Assisting with special administrative projects as requested, researching and providing data and additional information. Perform basic information gathering as specifically directed.
• Managing attendance tracking system and records for bi-weekly uploads.
• Preparing and submitting expense and bill reconciliations for the Commissioner.
• Coordinating the preparation of quarterly commission messages on behalf of the Commissioner and Commission leadership team.
• Providing occasional support to the Directors or Recreation and Culture and Facilities with complicated meeting scheduling, council report formatting and eScribe administration and ‘ad hoc’ requests for support as approved through the Commissioner.
• Maintaining corporate files for the Commissioner of Community Services office.
• Representing the Commission as a member of the corporate CREST organization.
• Representing the Town and the Commission in a professional and courteous manner in all dealings with the public, the mayor and members of council, senior staff and other groups, agencies and individuals.
• Working closely with the Administrative Assistant to the CAO and provide back-up and coverage when required.
• Performing other duties as assigned.