Administrative Assistant

Location

Thunder Bay, ON | Canada

Job description

The City of Thunder Bay provides exceptional quality of life to those who live, work, and play in Thunder Bay – a culturally vibrant, economically diverse community with a metro population of over 120,000. Located on the north shore of Lake Superior, under the protective watch of the Sleeping Giant, Thunder Bay is rich in people and resources, and connects Northwestern Ontario to the world. We value our high quality of life and promote a clean, green, beautiful, and healthy community that provides economic opportunity, respects diversity, and provides affordable and safe neighbourhoods that are accessible to all.

The City of Thunder Bay is a place where art, culture and nature come together!

Watch this video to learn more about our City at:

POSITION SUMMARY: Under the general supervision of the General Manager, performs general administrative, research and statistical duties related to all divisions within the department.

MAJOR RESPONSIBILITIES:

1. Provides customer service by receiving telephone and walk-in inquiries; researches and provides appropriate responses or directs inquiries to the proper party.
2. Provides confidential administrative support, including but not limited to, opening and distributing mail, keying reports, memos and letters, proofreading and editing, photocopying, conducting research, maintaining calendars, processing forms, etc.
3. Schedules, prepares, distributes, and assembles materials for meetings; attends, records, and distributes meeting minutes.
4. Maintains specific departmental/divisional databases and manuals.
5. Processes payables, receivables and journal entries and maintains petty cash and the budget, as required.
6. Maintains files, records management and the archiving process as required.
7. Orders and maintains office supplies.
8. Completes time entry reporting for Corporate Services employees.
9. Seeks opportunities to identify process improvements and efficiencies.
10. Performs such other duties as may be assigned.

QUALIFICATIONS:

Education/Experience:

• Certificate in general office administration, and
• One to three years’ related experience, or
• Equivalent combination of education and experience

Skills/Abilities:

• Independent judgment when dealing with confidential or sensitive departmental or divisional issues
• Self-starter with proven organizational and time management skills
• Ability to communicate effectively and concisely, both orally and in writing
• Ability to improve efficiencies
• Ability to work well independently and within a team environment
• Ability to deal with the public and staff in a courteous and tactful manner
• Intermediate skill level in word processing and basic skill level in spreadsheet software
• Intermediate keyboarding skills

Assets:

• Experience with SAP software
• Knowledge and functions of City Departments, outside boards and local community groups

CONDITION OF EMPLOYMENT:

• Must undergo a successful Criminal Record and Judicial Matters Check (CRJMC)

General Information :

As an equal opportunity employer, the City of Thunder Bay encourages applications from Indigenous peoples, persons with disabilities, members of visible minority groups, women and members of the 2SLGBTQ+ community.

ONTARIO HUMAN RIGHTS CODE: It is a contravention of the Human Rights Code of Ontario to discriminate on the basis of: race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, marital status, family status, disability, age, record of offences, gender identity or gender expression. Therefore, a resume submitted to the City must not include references to any of the above characteristics. Do not include: 

• Photos
• Any certificates that have photo identification
• Driver’s licences
• Police records checks

Note: The above documentation will be requested by the Human Resources & Division should you be the successful applicant. If a Criminal Record Check is required, it will be requested by Human Resources should you be the successful applicant. Please do not submit your Criminal Record Check with your application.

ACCOMMODATION: Reasonable accommodations are available upon request for all parts of the recruitment process.

PRIVACY:  Personal information on this form is collected under the authority of the Municipal Act, c. 302, as amended, and will be used to determine eligibility for employment. Questions about this collection of personal information should be directed to the Human Resources & Corporate Safety Division, 125 Syndicate Ave Suite 42, Thunder Bay, Ontario, P7E 6H8, Telephone: 625-3866

Job tags

Salary