Office Administrators – 3 Vacancies

at  City of Markham

The City of Markham is proud to be recognized for the 4th consecutive year as one of Canada’s Best Employers by Forbes and Statista Inc. In 2024, the City of Markham is ranked the top city in Ontario and in the top 10 for Government Services. The recipient of multiple environmental awards, we are recognized for our innovative sustainability and urban planning initiatives as well as our fiscal accountability. More than 357,000 residents call Markham home and benefit from our rich heritage, culturally diverse environment, vibrant local economy and focus on quality of life.
Applications are now being accepted for the above positions in the Community Services Commission. To apply, please submit your cover letter and resume on-line by August 20, 2024.

JOB SUMMARY

Reporting to the Director, the Office Administrator provides day-to-day administrative support to the Director and department staff to ensure efficient coordination and completion of administrative tasks. Works on concurrent projects/assignments with all levels of staff, which will include corresponding with elected officials, and external clients. Handles confidential and sensitive information with discretion and professionalism to ensure compliance with privacy policies and regulations.

REQUIRED SKILLS & COMPETENCIES

• Completion of college diploma (University degree would be considered an asset) and related courses (greater than 3 months in duration)
• Minimum of 3 years of related administrative experience with a customer service focus. Experience working in a municipal office is preferred.
• Proficiency in Microsoft 365 applications (Word, Excel, PowerPoint), financial applications, such as, Cayenta, and other databases used by the department.
• Strong organizational and time management skills with ability to prioritize tasks.
• Demonstrated ability to work with all levels of staff, elected officials and customers, handling confidential and politically sensitive information.
• Ability to work concurrently on multiple projects/assignments and meet regular deadlines independently and in a team environment.
• Excellent verbal and written communication skills.
• A valid Ontario Driver’s License with access to a vehicle is preferred.

Variety of work and allocated time may vary for each Office Administrator based on department needs and may encompass the following:

• Provides administrative support to the Department:
• Conducts research, compiles and analyzes information to prepare reports and presentation,
• Prepares all People Services documents in consultation with the Director (e.g., Staff Action Request form, complete conference and training reports, business cards, regularly updates internal directory/organization charts, performance management review processes, etc.-) and support the onboarding of new staff,
• Coordinates and schedules meetings, preparing agendas, distributes materials, transcribes and records the minutes of meetings as needed,
• Drafts, updates and maintains departmental policies and procedures, administrative documents, and departmental lists (e.g. emergency contact lists, business continuation plans, community services group list, notification distribution lists, etc.),
• Creates, assembles and coordinates materials (e.g. Council reports, award reports, etc. for signature or approval,
• Coordinates special projects and events (e.g. Department training day), including coordinating logistics, managing vendors and ensuring smooth execution of event,
• Manages electronic filing system and ensure department forms/documents are organized and accessible for easy retrieval.
• Provides administrative support to the Director:
• Manages and maintains the Director’s calendar, scheduling appointments, meetings, and arranging travel and hotel accommodations when required,
• Prepares and edits memos, minutes of meetings, letters, reports, presentations and other documents for internal and external stakeholders,
• Handles correspondence and communications on behalf of the Director, responding to emails and phone calls, redirecting them as appropriate,
• Highlights items of importance/sensitivity, ensuring they are brought to the Director’s attention,
• Establishes and tracks department deadlines for projects/information requests.

Provides administrative support to variety of committees or sub-committees as assigned by Director (e.g., Emergency Operations Centre (EOC), Health & Safety, etc.) which includes meeting coordination and preparation or coordination of documents.

• Updates and maintains content on the department website portal and social media platforms, ensuring content is accurate, relevant and aligned with department goals.
• Coordinates and manages training requests and registers staff for conferences and external training programs. Tracks training, prepares training reports, and maintains department’s training budget.
• Coordinates all Freedom of Information (FOI) requests and insurance claim requests.
• Assists the department with tracking financial expenditures and processing invoices, including lease and vendor agreements and utility chargebacks. Liaise with Finance department to process and issue purchase orders for invoices as per established guidelines. Coordinates reconciliation and approval of monthly credit card purchases.

• Assists in the development and implementation of improved business processes to meet service goals and regulatory requirements (e.g., business planning, tracking against corporate / departmental goals, etc.). Coordinates the department’s business plan and project plans along with key reporting metrics.

• • Other duties as assigned.