JOB TITLE:  Administrative Assistant

DEPARTMENT:  Public Works & Engineering

POSTING NUMBER:  106587

NUMBER OF POSITIONS:  1

JOB STATUS & DURATION:  Full Time Permanent

HOURS OF WORK:  35 hour workweek

LOCATION:  Hybrid Model*– when working onsite, you will report to the location of Williams Parkway Operations Centre

SALARY GRADE:  2

HIRING SALARY RANGE:  $58,307.00 - $65,596.00 per annum

MAXIMUM OF SALARY RANGE:  $72,884.00 per annum

JOB TYPE:  Management and Administration

POSTING DATE:  February 12, 2025

CLOSING DATE:  February 26, 2025

AREA OF RESPONSIBILITY:

Reporting to the Director of Capital Works, this position provides administrative and communication support to the management team at the Williams Parkway Operations Centre.  Coordinates and provides functional guidance to the staff on site.

1. Information management. Sends information to the right people at the right time, protecting the integrity and confidentiality of data. Coordinates mail and courier services, maintenance, supply and other general office needs. Handles electronic, written and verbal requests for information. Prioritizes escalated inquiries and responds accordingly, or forwards to others for a response. Anticipates Director and staff’s need for information and is proactive to provide it. Uses technology and delivery methods (i.e. fax, email, scans, couriers) as appropriate for meeting deadlines and maintaining cost efficiency.
2. Communication support. Composes correspondence (memo, letter and email messages) in draft format. Assists in the creation of reports, spreadsheets and presentations in support of management reporting requirements. Proofreads documents for accuracy, format and completeness. Prepares and distributes various meeting minutes and agendas. Conducts research (i.e. web based) on topics as required.
3. Scheduling and logistical support. Coordinates meeting schedules. Prepares and distributes agendas and comprehensive minutes. Manages requests for Director’s attendance at others’ meetings and minimizes scheduling conflicts between multiple meetings. Provides travel arrangement support. Reminds Director and staff of impending deadlines.
4. Budget support. Prepares purchase requisitions, invoice payments, monthly credit card registers, conference and training applications, payment of professional dues and invoices, , and other expense reports for on time processing. Ensures financial documentation is accurate and proper approvals/signatures included.
5. Supports staff management. Administer employee vacation planner, timesheet coordination, input bi-weekly non-union payroll entries, make adjustments, obtain approvals, respond to inquiries. Acts as a reference point for City policies and procedures. Assists with grievance process. Acts as back up to the Executive Director’s Administrative Assistant in all aspects of the position. Provides ongoing support to the Senior Secretary in Capital Construction.
6. Coordination and Functional Guidance. Provides direction and functional guidance to the staff based at Williams Parkway Operations Centre.   

SELECTION CRITERIA:

EDUCATION:

• Post-secondary certificate or diploma in Office Administration or equivalent

EXPERIENCE:

• Minimum of 2 years of administrative support at a senior level, preferably in a public sector environment. Experience in customer service focus environment.

OTHER SKILLS AND ASSETS:

• Excellent written and verbal English-language skills, great telephone manner
• Ability to use Microsoft Professional Office, or similar software programs for information collection and dissemination

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

#LI-Hybrid 

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

If this opportunity matches your interest and experience, please apply quoting reference #106587 by February 26, 2025  and complete the attached questionnaire. We thank all applicants; however, only those selected for an interview will be contacted. The successful candidate(s) will be required, as a condition of employment, to execute a written employment agreement. A criminal record search will be required of the successful candidate to verify the absence of a criminal record for which a pardon has not been granted.

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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