Departmental Associate

Overview

Reporting to the Parks, Recreation and Culture Departmental Associate 5, the Departmental Associate 2 carries out a variety of clerical and administrative support services for the Parks, Recreation, and Culture Division (Division).

• Compose letters, memos, emails, and other correspondence to a wide variety of internal and external clients.
• Provide administrative support to Directors, Managers, and other Parks, Recreation and Culture (PRC) staff.
• Prepare, update, and coordinate documentation, reports, memos, letters, agreements, contracts, procurement documents and meeting materials.
• Organize and coordinate conference calls, meetings, and workshops.
• Supports reception and creates service requests.
• Liaise and provide information and assistance to a variety of internal and external contacts.
• Assist with onboarding, orientation, and training of new staff.
• Assist with timekeeping and scheduling records for employees in the Division.
• Purchasing and accounts payable tasks (e.g. ordering office supplies, processing invoices, payment vouchers, reconciling credit cards, and other payments, etc.).
• Assist with the budget process.
• Develop and maintain database and spreadsheets.
• Coordinates records management for the Division and arrange for the transfer and retrieval of records and files.
• Support City Grants programs.
• Order office supplies.
• Process incoming and outgoing mail and prepare mail-outs.
• Support for events and organizational development and team building initiatives.
• Perform other related duties as required.

• Knowledge of business English, spelling, grammar and punctuation.
• Ability to communicate clearly both verbally and in writing.
• Ability to understand and carry-out oral and written instructions.
• Ability to compose various types of correspondence, reports and presentations with a high level of accuracy and confidentiality.
• Ability to work effectively with minimal supervision.
• Ability to exercise diplomacy, confidentiality and sound judgement.
• Ability to respond to internal and external customers by providing excellent customer service and assistance in person, telephone and email.
• Ability to maintain effective working relationships with internal and external work groups.
• Ability to work independently and as part of a team.
• Ability to prioritize workload to achieve timelines; perform multiple tasks simultaneously; work well under pressure; problem-solve; and deal with stressful situations with professionalism.
• Demonstrates ability to deliver high volumes of work within established deadlines and provide accurate and effective results.
• Ability to use software applications including Microsoft Outlook, Word, Excel, and PowerPoint, People Soft HCM and REDMS at an intermediate to advanced level; ability to update website content.
• Ability to successfully clear a Police Information Check.

• Completion of grade 12 or equivalent, supplemented by up to one (1) year of coursework related to the job such as office administration, Microsoft Office Suite, or general business.
  A minimum of one (1) year and up to and including two (2) years of related clerical experience.
• An equivalent combination of education, training, and experience may be considered.

Work is performed in an office environment.