Future Opportunities: PT Council Administrative Assistant

Njoyn; Vaughan; On-site; CAD 25,000 - 36,000; Part time

Job summary

The City of Vaughan is seeking a part-time Council Administrative Assistant to support Executive Assistants and Councillors in a dynamic municipal environment. The role includes managing appointment schedules, screening calls, drafting correspondence, and assisting with file maintenance.

Qualifications include a Community College Diploma in Business Administration and at least two years of administrative experience (public sector preferred).

Qualifications

• Graduate of a Community College with a Business Administration Diploma or suitable equivalent.
• Minimum of two (2) years administrative experience, preferably in a public sector environment.
• Demonstrated initiative, discretion and exercising good judgement.
• Highly proficient in the use of Microsoft Office Suite and database applications.
• Excellent communication skills, oral and written including proofreading and editing.
• Strong interpersonal skills and team player.
• Proven time management and organizational skills.
• Ability to deal effectively and courteously with the public and staff.
• Ability to speak a second language is considered an asset.

Responsibilities

• Provides professional confidential administrative and clerical support to the Executive Assistants to members of Council, and provides back-up to the Executive Assistant in their absence.
• Maintains Councillors appointment schedules, screens calls/visitors and responds to enquiries and if required directs them to appropriate staff, including follow up, as required.
• Liaises with general public, staff and external agencies, which may include attendance at public events supporting the Councillor.
• Researches information, drafts various documents, correspondence, letters, memorandums, etc. as directed.
• Assists with file maintenance and record keeping.
• Processes incoming and outgoing mail, faxes, couriers, etc.

Skills

Microsoft Office

Database apps

Communication

Team player

Education

Business Administration Diploma

Tools

Microsoft Office Suite

Job description

Future Opportunities: PT Council Administrative Assistant

JD#: MP354

Job Number: J0518-1033

Job Title: Future Opportunities: PT Council Administrative Assistant

Vaughan is one of Canada’s fastest-growing cities. Its emerging downtown, the Vaughan Metropolitan Centre; Canada’s first smart hospital, the Cortellucci Vaughan Hospital; and the 900-acre North Maple Regional Park continue to generate momentum and excitement. Be part of something amazing and build your career at the City of Vaughan!

The City is an equal-opportunity employer and a forward-looking municipality that is committed to fostering a dynamic workplace that is diverse, inclusive and welcoming. As an award-winning organization for its employment and diversity and inclusivity practices, the City is focused on providing its employees with a thriving professional environment that leverages flexible work arrangements, a family-focused benefits package emphasizing work-life balance, learning and growth opportunities, and a place where collaboration and teamwork are valued.

Excellence demands brilliant personalities, visionary thinking and a passion for public service. Vaughan is your place to grow.

Position Overview

Provides professional confidential administrative and clerical support to the Executive Assistants to members of Council, and provides back-up to the Executive Assistant in their absence. Maintains Councillors appointment schedules, screens calls/visitors and responds to enquiries and if required directs them to appropriate staff, including follow up, as required. Liaises with general public, staff and external agencies, which may include attendance at public events supporting the Councillor. Researches information, drafts various documents, correspondence, letters, memorandums, etc. as directed. Assists with file maintenance and record keeping. Processes incoming and outgoing mail, faxes, couriers, etc.

Qualifications and Experience

• Graduate of a Community College with a Business Administration Diploma or suitable equivalent.
• Minimum of two (2) years administrative experience, preferably in a public sector environment.
• Demonstrated initiative, discretion and exercising good judgement.
• Highly proficient in the use of Microsoft Office Suite and database applications.
• Excellent communication skills, oral and written including proofreading and editing.
• Strong interpersonal skills and team player.
• Proven time management and organizational skills.
• Ability to deal effectively and courteously with the public and staff.
• Ability to speak a second language is considered an asset.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.

Please be advised, the City of Vaughan uses email to communicate with applicants for open job competitions.

The City of Vaughan is committed to diversity and inclusivity in employment and welcomes applications from qualified individuals of diverse backgrounds.

The City of Vaughan is also committed to providing accommodations for people with disabilities. If you require an accommodation, we will work with you to meet your needs.