Administrative Assistant Members of Council
Location
Richmond Hill, ON | Canada
Job description
Posting Id
2481
Department
Council
Division
Council Administration
Section
Mayor
Job Grade
Contract Admin Grade 01
Rate of Pay
$32.05 - $36.37 Hourly
Job Type
Temporary Part Time
Contract Length/End Date
12 months
Replacement/New Position
Replacement
Posting Type
Internal and External
Posting Date
03/07/2024
Application Deadline
03/21/2024
Position Summary
Administrative Assistants to the Members of Council will provide professional and administrative support to one member of Council.
Key Duties and Responsibilities
- Receives, addresses, and relays constituent matters on behalf of an elected official while acting as an ambassador to facilitate the exchange of information to work towards effective solutions.
- Prepares correspondence, documents, memos, and minutes as well as supports and obtains day-to-day work assignments and directives from their member of Council. In carrying out these assignments and directives, the Administrative Assistant serves as a direct representative and extension of the member of Council while working under limited supervision.
- Coordinates, manages and maintains the member of Council calendar and schedule to ensure that they are aware of their meetings and appointments. Manages members of Council expense, constituency and conference budgets.
- Treats interactions and various materials with a high degree of security, confidentiality, sensitivity and discretion, while identifying priorities and action to be taken to serve the needs of the member of Council.
- Provides support for member of Council special events/meetings and conference events in order to ensure that events are executed at a high level and to ensure that the member of Council is prepared for conferences. Offer support to the councillor by attending special events/meetings, setting up, welcoming the residents, registering the residents, distributing materials, and other related tasks.
- Reviews meeting agendas and upcoming issues to provide researched and relevant summaries/backgrounders. As well as tracking and identifying emerging and current issues City-wide (issues identification). Manages member of Council expense, constituency and conference budgets.
Education and Experience
- College Diploma in a related discipline
- 3 years or more of related experience
Required Skills/Knowledge
- You must possess a valid Ontario Class "G" Driver's Licence and have a vehicle for use on corporate business (mileage compensated)
- Ability to multitask in a fast paced environment
- Proficient in MSOffice, Adobe, and Social Media
- Experience working in high-level political or executive office with the ability to manage the challenges associated with this work environment.
- Understanding of the municipal and regional levels of government and the services provided by both levels of government.
- General knowledge of Provincial and Federal government functions, structures and responsibilities.
- Ability to work independently, combined with well-developed organization and time management skills and the ability to deal effectively with tact, courtesy, discretion and diplomacy with all levels of staff and the public
- Ability to independently resolve problems and issues under minimal supervision
- Ability to work outside normal business hours to accommodate special events/meetings on weekends and/or evenings as required.
- Demonstrates good judgment and makes sound decisions
- Shows commitment to personal growth, development, and leadership opportunities
- Shares new ideas and challenges the status quo
- Proven written and verbal communication skills with the ability to communicate with honesty, openness, respect, and trust
- Takes initiative to participate in a culture of learning, mentoring, and sharing
- Contributes to building and being a part of a positive culture
- Demonstrate the City’s corporate values of care, collaboration, courage and service
Nice to have:
- Language proficiency: Good English (Written and Verbal), Bilingual in Persian/Hindi(preferred)
- Proficiency in using WordPress for website design
- Excellent Office Administration skills
- Ability to create newsletters
- Event planning skills
- Graphic design abilities
- Competence in using Social Media platforms
Leadership Competencies
- Demonstrates personal leadership
- Builds people and culture
- Cultivates open communication
- Shapes the future
- Navigates and leads through complexity and change
Attention Internal Candidates: All current City of Richmond Hill employees are required to apply via the ‘ View Jobs for Current Employees ’ link on the City’s Careers Page .
We thank all candidates for their interest, however, only those under consideration will be contacted.
The City of Richmond Hill is committed to inclusive, barrier-free recruitment and selection processes. If contacted to participate in the recruitment and selection process, please advise Human Resources if you require an accommodation.
Job tags
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