Overview

City of Kingston Administrative Assistant (Mayor’s Office) Temporary in Kingston, ON

City of Kingston

Branch Kingston ON CA

Position:
Administrative Assistant (Mayor’s Office)
Location:
Kingston, ON

Provide confidential administrative and secretarial support to the Mayor and staff including; The Administrative Assistant to the Mayor will demonstrate…

The Administrative Assistant to the Mayor will demonstrate superior customer and communication skills through regular interactions with diverse customers via email, telephone and in person. Greet, assist and/or direct visitors and the general public.

Perform general office duties and provide administrative, technical and logistical support to the Mayor. This position will ensure the smooth operation of day-to-day business and assist with activities including personnel matters, Mayor’s Office budget, meeting logistics, and delegating requests.

Responsibilities:
Demonstrate initiative and effective planning and organizational skills to meet deadlines and complete quality work. Plan and ensure compliance with related policies and legislation. Provide confidential administrative and secretarial support to the Mayor and staff including; scheduling meetings and appointments, preparing meeting materials; drafting and distributing various correspondences, booking travel arrangements, taking minutes, ordering supplies and assisting with other priorities as required. Coordinate events on behalf of the Mayor, as required, including the Mayor’s barbecue(s). Participate in organizing the Staff Appreciation Luncheon on behalf of the Mayor’s Office, as required.

Effectively diffuse difficult situations while relating to a variety of customer issues through broad understanding of community and individual needs and concerns. Receive, direct and relay messages to the Mayor and/or appropriate staff member(s) (including members of the Mayor’s office staff) based on sound judgment and extensive knowledge of the Corporation, Council and current issues while ensuring customers feel their issues are addressed appropriately. Responsible to create, maintain and retain corporate records.

Communicate information and ideas clearly and concisely to individuals and/or groups. Prepare correspondence on behalf of the Mayor. Respond to resident and Council inquiries. Ensure an efficient flow of information internally and externally.

Ensure the customer perspective is a driving force behind decisions and activities. Act as the point of contact for the Mayor’s Office while providing excellent customer service.

Implement highly effective and organized office systems and processes to manage a busy office environment with multiple demands, stakeholders, issues and customers. At times may be required to respond to inquiries from the Mayor at irregular hours.

Be a strong team player to deliver effective services. Interact effectively with corporate leadership of departments as required, collaborating on key internal issues that are often politically sensitive and confidential in nature.

Qualifications, Competencies 2 year diploma in Office Administration, or a related field;

3 years office-related work experience, including two years in the municipal or public sector;

Experience using Microsoft Office; Word and Outlook tested at the intermediate level;

Required to obtain and maintain satisfactory CPIC (Criminal Record Check) at own expense;

Required to work outside regular business hours as needed;

Must demonstrate the corporate competencies: Customer Focus, Results Oriented, Integrity and Teamwork.

Skills, Abilities, Work Demands Excellent analytical, decision making and problem solving skills;

Excellent interpersonal, communication, planning, organizational, time management & customer service skills;

Ability to resolve difficult and sensitive situations with tact and diplomacy;

Strong grammar, writing, and editing skills, with attention to detail;

Organizational and time management skills;

Proficient skills in MS Office;

Ability to maintain confidentiality, demonstrate discretion, initiative, and tact to maintain good will;

Possess cultural awareness and sensitivity skills;

Able to maintain flexibility, reliability and adaptability in a busy and politically charged environment;

Demonstrate sound work ethics and professionalism.

Closing Statement Please apply to Career Opportunities at: www.cityofkingston.ca/Careers Your resume must clearly demonstrate how you meet the requirements of the position. Please upload to your profile, any educational Degrees, Diplomas and/or Certificates that are relevant and required for the position you are applying to. We thank all of those who apply; however, only those selected for further consideration will be contacted. The City of Kingston is an equal opportunity employer. Accessibility accommodations are available for all parts of the recruitment and selection process. Applicants need to make their needs known in advance. Information collected will be handled in accordance with the Municipal Freedom of Information and Protection of Privacy Act.

or proceed with Standard Application Form.

Employment Type: Temporary
Location: Kingston, ON, CA
Posted on: 2017-02-10
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