Employment Opportunities

 

Job Details:

Executive Technical Administrative Assistant to the Chief Administratrative Officer

Job Details
Open Date Oct 07 2021 - 01:00:00 PM Close Date Oct 25 2021 - 04:00:00 PM
Position Title Executive Technical Administrative Assistant to the Chief Administratrative Officer Posting Type Regular Full Time
Posting Status Active Position Length Regular
Department Group Chief Administrative Office Hours per Week 35 hours per week
Department Office of the CAO Openings 1
Education College Diploma Experience 3 years
Competition 21-114
Salary Range $56,418 to $70,524
Union Position No

Description

Position Description:

A full-time opportunity exists for an experienced Executive Technical Assistant to provide administrative support to the Chief Administrative Officer (CAO).  This position will also provide support to the Executive Officer to the CAO and Director of Indigenous Affairs, Anti-Racism, Accessiblity and Equity.   This position requires a high level of technical administration in a digitized environment, confidentiality, sound judgment, diplomacy, an understanding of the Corporation’s strategic priorities and the ability to thrive in a fast paced and dynamic environment. 

Accountabilities:

  • Provide technical administrative, research and communication support to the CAO, EO to the CAO and Director of Indigenous Affairs, Anti-Racism, Accessiblity and Equity
  • Attend virtual and in-person meetings, prepare agendas and briefing packages, record meeting minutes, conduct digital file management in accordance with retention schedules, maintain calendar and schedule meetings/appointments as required
  • Cooridnate Corporate Management Team meetings and take notes
  • Maintain the utmost discretion with respect to the CAO’s Office, Corporate Management Team meetings, Emergency Operations Committee (EOC) meetings and general operations of the City  
  • Demonstrate support for the departmental and corporate values
  • Assist in preparing confidential documents  
  • Act as a confidential liaison between the CAO, Commissioners, Operational Leadership Team, council, employees, legal office, public and other municipalities, institutions and agencies
  • Participate in departmental and corporate initiatives as required, including planning for staff events

Records Management

  • Coordinate Records Management Day for the CAO Office and divisions within CAO Office as necessary in accordance with record retention schedules,  in partnership with Legislative Services
  • Act as scribe for EOC meetings

Communications

  • Liaise with Corporate Communications regarding CAO Office staff presentation needs, Council presentations and media responses
  • Assist in the management of CAO office website content, act as the web administrator, in collaboration with Corporate Communications  
  • Act as CAO Office intranet librarian, including posting new articles, updating library, etc.

Coordination of various processes

  • Coordination of City Wide Council reports for CAO Approval, coordinate CAO department reports ensuring AODA compliance of Council reports and other general documents as required
  • Coordinate circulation and signing of agreements and contracts, in partnership with Legislative Services and Mayor’s Office
  • Coordination of weekly Extended Corporate Management Team (ECMT) Agendas, materials and related notes/actions from meetings
  • Coordinate conference and travel arrangements for the CAO, EO to CAO and Director of Indigenous Affairs, Anti-Racism, Accessibility and Equity; prepare expense claims and conference background materials

Data Entry

  • Assist in annual budget preparation, prepare expense reports, conduct journal entries, and input FMW budget requests
  • Create requisitions and purchase orders, arrange for payment of invoices, reconcile monthly credit card reports, and resolve discrepancies   

Administrative

  • Prepare departmental correspondence and presentations
  • Prepare agenda/minutes for BIA/City committee and other committees as needed; participate in rotation for All-CAO regional meeting administrative support
  • Format, transcribe, edit and/or design a variety of documents as required including forms, correspondence, reports and procedure manuals
  • Manage recognition program within CAO office
  • Collaborate with and arrange/provide back up to Elected Officials Office when necessary
  • Arrange for printing and/or production of various documents, order supplies and maintain office inventory

Minimum Qualifications:

  • Post-secondary diploma or degree in Public Administration, Political Science, Business Administration or a related field with a minimum three (3) years of senior level administrative experience and considerable knowledge of financial and municipal processs.  An equivalent combination of education, experience and training in related areas may be considered.
  • Excellent communication skills including strong written composition and presentation preparation skills
  • Strong interpersonal skills involving an ability to problem solve and resolve conflict in varied interactions with constituents, elected officials, external groups and staff
  • Ability to take initiative and multi-task in a fast paced environment characterized by changing priorities while attending to details
  • Strong organizational and time management skills and the ability to handle changing priorities and fluctuating work volumes
  • Excellent interpersonal and communication skills to interact effectively with all staff, and members of the public
  • Ability to exercise tact and discretion in dealing with confidential issues  and information
  • Proficient in MS Office, Outlook and PeopleSoft Financials and a proven ability to learn new computer programs or software eg. Opentext Enterprise Connect, Prezi
  • A satisfactory Criminal Records Check will be required as a condition of hire

COVID-19 Vaccination:

In accordance with the City of Waterloo’s Mandatory COVID-19 Vaccination Policy, new City of Waterloo employees (or employee’s re-hired after a minimum of 3 months) are required to be fully vaccinated as a condition of hire, subject to accommodations required in accordance with the Ontario Human Rights Code.

 

Application Process

Interested and qualified candidates are invited to submit their resume and cover letter in one document through the online application process.  

 

Be You @ Waterloo

At the City of Waterloo, we are committed to recruiting a diverse workforce that represents the community we so proudly serve. All interested and qualified candidates, including Indigenous persons, Black persons, non-Black racialized persons/persons of colour, women, persons with disabilities, 2SLGBTQ+ and those interested in joining our team are encouraged to apply.

 

Accommodation

The City of Waterloo is committed to creating and maintaining a workplace that is welcoming, inclusive, and barrier-free. Accommodations in accordance with the Human Rights Code and other applicable legislation are available throughout all stages of the recruitment process. For accommodation during the application process, applicants are requested to make their needs known via email at recruitment@waterloo.ca, quoting the position and competition number. Applicants advanced through to subsequent stages of the recruitment process will be provided with additional opportunities to make their needs known.