Administrative Assistant - Human Resources

City of Cambridge Ontario; Cambridge; On-site; CAD 64,000 - 79,000; Full time

Job summary

The City of Cambridge is seeking an Administrative Assistant to provide comprehensive administrative support within the Corporate Services Department. The successful candidate will be pivotal in ensuring effective communication and managing confidential matters while assisting in diverse tasks from budget exercises to event coordination. Join a dedicated team that values integrity, inclusiveness, and customer service.

Benefits

Comprehensive benefit package

Ontario Municipal Employees Retirement System (OMERS) employer

Qualifications

• A minimum of one (1) year progressively responsible and diversified administrative experience.
• Advanced MS Office skills.
• Public sector experience would be beneficial.

Responsibilities

• Provide positive and professional administrative support.
• Support the Director’s business schedule and anticipate needs.
• Participate in the annual divisional budget exercise.

Skills

Organizational Skills

Political Acumen

Financial Administration

Research

Education

College Diploma in Business, Project Management Coordinator, Executive Assistant Program, Administrative Assistant Program, Office Administration Executive Program

Tools

MS Office

Job description

People, Place, Prosperity

Working within our Strategic Plan, Cambridge Connected, and committing to our values of Integrity, Respect, Inclusiveness and Service, the successful candidate will work together to help the City of Cambridge achieve our vision: A place for people to prosper – alive with opportunity.

Job Profile

The administrative assistant of the division is accountable to the Executive Assistant in Corporate Services Department and directly reports to their assigned Director(s). Working as the first contact for written and verbal inquiries from all internal and external contacts, the main function of this position is to provide positive and professional administrative support to ensure good customer service for internal and external customers. As the administrative assistant for the division the role provides strategic support to the Director (Division) as well as the service areas under their portfolio; (list service areas), to assist in creating a supportive and efficient team environment. This role has access to confidential corporate and human resource matters.

What you will be doing

1. Organizational Skills: Support the Director’s business schedule and anticipate needs, take initiative to obtain details and work independently. Draft and edit material such as presentations, spreadsheets, graphics and reports as required. Coordinate other committee meetings including specialized and politically sensitive committees. Provide administrative support to the Director’s direct reports as required.
2. Political Acumen: Recognize politically sensitive and/or confidential issues and bring matters to the attention of the EA and then EA to highlight to other EAs and the Director; other EAs to communicate to AAs/determine best course of action. Maintain professional discretion at all times and demonstrate the ability to triage concerns/issues and negotiate/facilitate scheduling, reporting and the necessary follow up.
3. Administration and Governance: Represent the division on committees as directed. Assist the division with reports to Council; assist with divisional business planning; ensure documents comply with city standards and meet deadlines. Liaise and exchange information with other departments and external parties. Support the creation of weekly council agenda forecasts used by the offices of the Mayor and Council and the Clerk. Be informed about the divisional mandates and work plans.
4. Financial Administration: Participate in the annual divisional budget exercise, working with the department EA and the budget analyst to find explanations for variances throughout the year. Work with your divisional project manager in preparing forecast change reports for capital budgets. Work with your divisional management teams in preparing budgets and reconciliations for all purchase card statements for the division and it’s service areas. Prepare and process payment requests for the division and its service areas. Signing authority for payment requests under $5,000 for the division and it’s service areas.
5. Strategic Understanding: Identify continuous improvement opportunities in the division and promote corporate values. Conduct research and analysis of subjects to identify and support improvement opportunities. Coordinate events related to training and information sessions for the division. Collaborate with management and supervisory staff in the division to identify specialized training requirements.
6. Research: Act as support on special projects as identified, tracking project schedules, task deadlines, milestones, project reports, coordinate project meetings with project stakeholders and liaise with consultants and service providers as directed by project manager. Business analytics and reporting as required.
7. Other duties include: Divisional records coordinator; attendance record reporting; web editor; Maintain regular open communication with the EA in their department.
8. Backup to the Executive Assistant of the Department as required.

Education

College Diploma in Business, Project Management Coordinator, Executive Assistant Program, Administrative Assistant Program, Office Administration Executive Program.

Experience and Knowledge

A minimum of one (1) year progressively responsible and diversified administrative experience, including project coordination/management skills, advanced MS Office skills, with a good understanding of financial principles. Public sector experience would be beneficial.

We will ask you for these items if you are hired

Proof of your current and valid certificate(s) and/or educational qualifications.

Worker Health and Safety Awareness Training certificate from the Ministry of Labour. (may be obtained post offer)

Your compensation

This position is within Grade 2 of the Non-Union Salary Schedule and has an annual salary range of $64,119 to $78,187. We offer a comprehensive benefit package and are an Ontario Municipal Employees Retirement System (OMERS) employer.

Hours of work

Hours of Work are Monday to Friday, 8:30 am to 4:30 pm.

Advertisement expiration date

To apply, please visit www.cambridge.ca/careers. This posting closes on June 18, 2025.

Accommodation needs and protection of privacy

The City of Cambridge recognizes and appreciates diversity and inclusion enhances our public value commitment.

We strive to create an accessible and inclusive experience and encourage all qualified people to apply, including and especially people from equity-deserving groups. Qualified applicants will receive consideration for employment with honour and respect toward their individual dimensions of diversity.

We strive to remove barriers that may prevent qualified applicants from fully participating in the recruitment and selection process. Accommodation in accordance with the Ontario Human Rights Code and other applicable legislation is available throughout all stages of the recruitment and selection process. Contact [e-mail] to make your needs known in advance.

For more information on our Employment Equity, please read our full policy.

Personal information collected in relation to the recruitment process is collected under the authority outlined in the Municipal Freedom of Information and Protection of Privacy Act and used solely to determine eligibility for employment with the City of Cambridge only.