JOB TITLE: Program Administration Officer

DEPARTMENT:  Legislative Services 

NUMBER OF POSITIONS:  1

JOB STATUS & DURATION:  Temporary, 4 months

HOURS OF WORK:  35-hour workweek

LOCATION:  Hybrid Model – when working onsite, you will report to the location of West Tower

HOURLY RATE:  $20.21 

POSTING DATE:  January 21, 2025

CLOSING DATE:  January 31, 2025     

AREA OF RESPONSIBILITY:

Reporting to the Manager, Information Governance, provides project, program, and administrative support to the City Clerk’s Office, Information Management team. Ensures efficient and effective delivery of programs and services by providing direct functional support related to initiatives received by the City Clerk’s Office.

• Provide program assistance and support for initiatives, programs, processes, projects, and events.
• Provide administrative support including updating SharePoint pages
• Independently fulfills administrative and program duties as related to area of work, including correspondence, documentation, minute taking, preparing memos and reports, presentations.
• Maintain records, documentation, and prepare reports as required
• Participates in working groups and brainstorming sessions to provide input, ideas, insights.
• Assist with data entry and information management requirements.
• Perform qualitative/quantitative research and analysis in a technical and/or specialized discipline to identify trends, industry best practices, and opportunities for continuous improvement.
• Assist with performing digitization services to convert paper records into electronic format
• Work with both internal and external stakeholders to complete projects, where applicable.
• Maintain confidentiality based on the requirement to access and maintain sensitive sectional or divisional and organizational communication, reports, materials, and records.
• Maintain an understanding of department programs and services.
• Understand, adhere to, and enforce Corporate Policies & Procedures, Confidentiality Guidelines, Emergency Procedures and Health and Safety Standards.
• Other duties as assigned.

Mandatory Requirements:

• Student must be enrolled in any University or College. Proof of enrollment letter will be requested prior to the job offer.

SELECTION CRITERIA: 

• Ability to exert moderate physical effort to walk, stand, bend, crouch, kneel, lift and carry boxes of records short distances.
• Ability to carry out heavy lifting of up to 23 kgs. (50lbs.)
• Highly organized with strong attention to detail, with respect to spelling, numbers and alpha-numeric codes.
• Excellent communications skills, both verbal and written.
• Possess strong computer skills, e.g. MS Office programs including MS Word and Excel.
• Ability to prioritize and excellent time management and organizational skills.
• Proficient in Microsoft Office applications including Outlook, Word, Excel, and PowerPoint
• Highly organized with strong attention to detail.

These positions are funded through the Canada Summer Jobs Program (2025) and all applicants must meet specific eligibility criteria. For Eligibility Criteria please visit https://www.canada.ca/en/employment-social-development/services/funding/canada-summer-jobs/screening-eligibility.html

**Preference will be given to students that have a permanent residency in Brampton.

**Various tests and/or exams may be administered as part of the selection criteria.

Interview: Our recruitment process may be completed with video conference technology.

If this opportunity matches your interest and experience, please apply online by clicking the button above by January 31, 2025 and complete the attached questionnaire. We thank all applicants; however, only those selected for an interview will be contacted. 

As part of the application process, applicants will be invited to complete a self-identification survey. The survey is voluntary. Participation in the survey will have no impact on hiring decisions. Should you wish to opt out of completing the survey, please select “prefer not to answer” as a response to each question. All information collected is confidential and will not be shared with the hiring manager. The surveys will be anonymized and will be kept separate from applicant or employee files, such that the individuals who completed the surveys will not be identifiable. The results of the survey will assist in the analysis of disaggregated metrics for organizational planning purposes and our commitment to advance and foster diversity, equity, and inclusion. The City may use anonymized data to produce aggregate reports for internal or external use.

Please be advised, the City of Brampton uses email to communicate with their applicants for open job competitions. It is the applicant’s responsibility to include an updated email address that is checked daily and accepts emails from unknown users. As we send time sensitive correspondence via email (i.e. testing bookings, interview dates), it is imperative that applicants check their email regularly. If we do not hear back from applicants, we will assume that you are no longer interested in the Job Competition and your application will be removed from the Competition.

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