Administrative Assistant - Legislative Services

The Administrative Assistant provides support to the Legislative Services team by performing a wide variety of administrative tasks to facilitate the day-to-day work of the team.

Responsibilities include:

• Manage inquiries across all channels (phone, email, in-person)

• Respond to and manage walk-in inquiries at City Hall, including intake of Access to Information Act (ATIA) requests and quasi-judicial board notices of appeal (SDAB, GAB, ARB)

• Assist with preparation and mailing of correspondence and notices for Subdivision and Development Appeal Board (SDAB), General Appeal Board (GAB), and Assessment Review Board (ARB) hearings

• Review and process all invoices and assist with monitoring spending to purchase orders and budget

• Manage administrative process for ensuring new employees are provided with Access to Information Act and Protection (ATIA) of Privacy Act (POPA) online training links and documenting when training complete

• Responsible for processing agreements and arranging for signature for the Legislative Services Department

• Prepare and send out security alarm system first alarm warning letters

• Coordinating payment to committee citizen members and any technology support requested by committee citizen members

• Acting as main point of contact for digital signature applications, including the provision of training to new users

• Record minutes of Council and committee meetings in a backup capacity

• Assist Manager and Team Leader with email and calendar management including monthly credit card coding

• Provide administrative support for municipal projects such as general elections, by-elections, annual census, board/committee recruitment, organizational meetings, and public hearing logistics as required

You Bring:

• Post-secondary certificate or diploma in business administration or related field

• Minimum of 2 – 3 years’ experience in a related administrative position

• Municipal government experience would be an asset

• Transcription or minute-taking experience in a range of technical areas

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Share Point

• Prior experience with eSCRIBE software would be an asset

• Prior experience with event planning would be an asset

• Experience providing virtual meeting support

• Experience with proofreading and editing documents

• Excellent verbal and written communication skills

• Excellent attention to detail with a high level of accuracy

• Strong organizational and time management skills

• Ability to work independently

• Resourceful and able to take initiative

• Ability to quickly align with shifting priorities, work assignments and timelines

• High degree of confidentiality and professionalism

• Ability to be a positive influence in a team-setting

• Ability to lift 9 kg (20 lbs)

We

Offer:

Along with a competitive compensation program and City paid health and dental premiums, this position also includes:

• Excellent health, dental, paramedical and benefits plan

• First-in-class pension plan

• Career development and tuition reimbursement

• Employee discounts, gym membership, social events and health & wellness initiatives

Continuous learning through training and development is encouraged as are flexible work arrangements, when possible. We recognize that our people work best when they feel engaged in their environment and appreciated for their efforts and our overall benefits package reflects that.

Additional Information:

This position will be required to work in office 37.5 hours per week.