City of Mississauga 15-037 – Administrative Assistant Full Time in Mississauga, ON

Overview

City of Mississauga

Branch Mississauga ON CA

Position:
15-037 – Administrative Assistant
Location:
Mississauga, ON

A Criminal Record Search will be required of the successful candidate, at their own expense, to verify the absence of a criminal record for which a pardon has…

Working for the City means you are part of something big, something special!! You will be part for a team of engaging, enthusiastic and dedicated people that are committed to collaborating with one another to deliver on our commitment to the residents, visitors and businesses of Mississauga.

Transportation And Works Department
Transit Division
Operations Section

Requires ( 1 )

Administrative Assistant

JOB SPECIFICATIONS:
Graduation from a post-secondary administrative support program is required
Three to five years of progressive, related administrative experience in a team-oriented, customer service environment, or equivalent combination of education and experience is required
Excellent oral and written communication skills, including proficiency in English grammar and spelling
Ability to recognize and maintain confidentiality
Excellent planning, organizational, and time management abilities with the skills to independently manage special projects
Experience co-ordinating meetings and taking minutes
Knowledge and ability to provide excellent customer service
Excellent interpersonal skills essential to working in a unionized environment with employees at all levels, elected officials, members of the public, and outside agencies
Ability to work independently and/or in a team environment
Excellent analytical skills and problem-solving skills
Self-starter who initiates action
Proficient in Outlook, Word, Excel, Access, PowerPoint, SAP, AIR, HASTUS and SharePoint

PRIMARY RESPONSIBILITIES:
Under the direction of the Manager of Operations, the successful candidate will provide administrative support to the Manager and Staff of Operations including:
Preparation of correspondence, reports, agendas, minutes, presentation materials, project plans
Formats Corporate Reports and develops presentations using MS PowerPoint
Compiles information/staff responses and takes initiative to prepare correspondence for Managers’ and staff signatures to meet deadlines
Schedules regular meetings between the Managers and staff, as well as between the Union, Management and Operations staff (internal staff and external consultants)
Preparing meeting minutes and notes as necessary
Provides relevant background information and materials for the meetings
Ensures proper administration and records management by filing and organizing records
Maintaining data, including confidential employee and Operator personnel files
Records attendance for Operations section in accordance with Corporate standards and timelines
Developing and posting shifts
Books conferences/training for Managers, Operations staff and others as requested, by preparing registration, making travel arrangements, and completing statement of expenses
Performs the purchasing function for the Operations section and Infrastructure management
Prepares and maintains Managers’ and Project Leaders’ files both hard and electronic copies
Ensures all Route Supervisor and Report/Allocation files are created and maintained up to date in an efficient, timely and accurate manner
Provides effective, accurate and timely administrative support to the Training Department, including preparation of collision letters and updating tracking sheets
Maintains statistics and lists – Weekly Lost Service Minutes for Operator section; Bell/Rogers usage stats and billings for Transit
Maintains website by posting Operator related memos, SPI’s, etc., according to City standards and AMO guidelines
Posting all alerts and updates as necessary for communication on the website
Coordinating with Communications section for timely action where external agencies are to be informed
Plans for and coordinates special events and projects, such as employee attendance letters, employee awards BBQ, and other employee recognition events
Handling Operations miscellaneous purchasing requirements
Makes arrangements for payment of various invoices
Arranges for courier and mailings
Tracking agreements as they become due for extension
Inputting time and labour attendance records
Providing back up support/coverage to the Director’s and Operations administrative assistants
Responding to or directing inquiries to appropriate staff
Performing other related duties as assigned

All applications must be received by January 27th, 2015

A Criminal Record Search will be required of the successful candidate, at their own expense, to verify the absence of a criminal record for which a pardon has not been granted.
We thank all who apply, however, only those candidates selected for an interview will be contacted.
All personal information is collected under the authority of the municipal Act.