Administrative Assistant. Job Description

Transcription

1 Administrative Assistant Job Description

2 Status and Reporting Protocol: This is a full-time permanent position which will operate on a staggered work week and report directly to the Executive Clerk. Qualifications: A post-secondary degree or diploma in business administration, office management (or an equivalent program). Knowledge and training in municipal administration or experience in an administrative assistant s position would be a definite asset. Preference will be given to applicants with the most suitable combination of qualifications and experience. Rationale: The purpose of this job description is to generally outline the duties, roles, and responsibilities of this position. It is not meant to be limiting or all inclusive. As with all employees, from time to time there may be a need to assist in carrying out other reasonable duties and responsibilities to ensure the efficient and effective operation of the town, and to respond to other pressing needs as they may arise. Primary Focus of Responsibility: The primary function of the is to provide administrative support to the Town s senior administrative offices and to various committees of council, and to provide support services in a number of important areas of office administration and records management on behalf of the town. The will also support the efforts of the Executive Clerk by providing information, data, research, and secretarial support. There are also responsibilities relating to other important office functions such as filing, copying, word processing, preparation of correspondence, ordering of supplies and materials, preparing meeting agendas, answering telephones and responding to s, records management, and document preparation. Salary and Benefits: This position will be governed by the terms and conditions outlined in the Town s Management Agreement with non-bargaining unit employees. There will be a three (3) month period of probation, and upon successful completion of the probationary period, the employee will assume full-time permanent status with all rights and privileges as outlined in the Management Agreement. Scope of Work: The work of the is distributed in the following broad areas as follows: April

3 1. General Administrative Support 2. Records Management 3. Committee Meetings 4. Assistance with Elections and Employee Benefits 1. General Administrative Support Provides ongoing support for the executive offices (Mayor and CAO) and assists the Executive Clerk with general office duties and other related responsibilities on behalf of the CAO, the Mayor, and members of council Answers and directs telephone calls, s, faxes, and scans documents and carries out other correspondence related to the executive offices Provides administrative and technical support for the Executive Clerk and assists with various projects and assignments as requested Coordinates ongoing repairs and maintenance of telephone systems and maintains contracts (such as copying machines) and other support systems on behalf of the Town Assists the CAO and Executive Clerk with special files and priority projects identified and supported by Council Carries out research, attains data, and generally provides administrative support for various projects and events as directed Helps prepare for special Town functions and Town sponsored events as scheduled Assists the Executive Clerk prepare for meetings of council (public and committee of the whole) and special meetings involving the Mayor and/or CAO Assists the Executive Clerk with scheduling and maintenance of the Mayor s calendar and scheduling of events In the absence of the Executive Clerk, attends public Council meetings and meetings of Committee of the Whole and assists in the preparation of minutes, documents, and agendas for meetings of Council and Committee of the Whole Compiles information and data and completes research and supporting documentation as directed by committee chair(s) April

4 Reviews news headlines and various government announcements and media releases which might have an impact on the Town and forwards this information to the CAO or Mayor as appropriate Assists in implementing recommendations for improvements to policies, protocols and procedures to improve the overall effectiveness of the administrative offices Provides information and directs inquiries to assist the CAO in running the day-to-day operations of the Town Opens, sorts and distributes mail and correspondence to the CAO (and other senior staff) as necessary Greets and welcomes guests to the administrative offices and ensures that all guests are treated respectfully and professionally when visiting the CAO or the Office of the Mayor Assists in arranging meetings and replies to requests for attendance of the Mayor (or his/her designates) at official civic functions where representation of municipal council is requested Assists the Executive Clerk in providing information and administrative support to the Mayor as required and assists with preparation and response of official correspondence on behalf of the Mayor as directed Makes travel arrangements and schedules meetings and attendance at conferences for the CAO, Mayor, Executive Clerk, Directors and various members of Council as directed Ensures that routine memberships and registrations of senior administration and Council are renewed as directed Coordinates and schedules various meeting rooms and board rooms in the Town Hall (and elsewhere) as required Assists with the preparation of tenders and Request for Proposals, as well as in the development of Terms of Reference for various proposal calls as directed by the CAO In the absence of the Executive Clerk, maintains the Town s website and Facebook Page and posts information from various Town staff, Council and others in order to keep information current and to ensure that the public have access and are well informed April

5 Assumes primary responsibility for opening, sorting, and distribution of all hard copy correspondence to the CAO and to others as might be necessary or as otherwise directed by the CAO Develops a good working relationship with senior staff, members of Council, outside agencies and groups, as well as with the Town s unionized office staff and the general public 2. Records Management Assists with the protection and storage of records, files, and decisions of Council in accordance with best practice Provides assistance with records management practices and procedures, including electronic file storage Works with the Executive Clerk to ensures the decisions of Council are filed and adequately safeguarded and protected Participates in records management training and assists in ensuring other office staff are knowledgeable about proper records management procedures and guidelines and that they are applying them properly in their various departments Is trained and knowledgeable in records management procedures to assist the Executive Clerk train staff and answer questions regarding proper procedures and practices Maintains files and provide information, data and support to the CAO Generally assists with filing, storage, and retrieval of information and files as required Performs other non-defined duties to assist in the effective running of the senior administrative offices and to provide assistance in records management as required 3. Committee Meetings Compiles information and files in preparation for committee meetings in consultation with appropriate staff Works closely with office staff in various departments to maintain files and correspondence and to ensure follow-up after various committee meetings April

6 Schedules committee meetings and corresponds with committee members about proposed meeting details and schedules Develops a meeting agenda in consultation with the committee chair and senior staff Records minutes and transcribes the decisions of the following committees of Council: Operations and Public Works; Planning and Development (Including Emergency Services, Health, and Safety & Municipal Enforcement Development Control); Recreation and Community Services (including Facilities Management); Finance and Administration; Protection to Persons and Property; and Tourism and Special Events Prepares and circulates a DRAFT copy of minutes for review/revision following meetings for preparation of final adoption as required Makes necessary changes or revisions approved leading to official ADOPTION of minutes Develops Action Reports and provides follow-up and correspondence from meetings as directed Ensures minutes of meetings and decisions are properly filed in accordance with approved practices and records management procedures 4. Assistance with Elections and Employee Benefits Helps the Returning Officer prepare for municipal elections and helps train Deputy Returning Officers, Poll Clerks and others in preparation for elections Compiles and maintains an accurate voters list on behalf of the municipality and helps make taxpayers aware of regulations relating to registration and compliance Helps prepare polling stations, ballots, and ballot boxes and other information relating to the election Assists with official nomination of candidates and procedures leading up to formal nomination Helps the Returning Officer with advance polls and other relevant information relating to voting procedures Assists with the preparation of Swearing In Ceremonies and associated social functions as directed April

7 Works closely with the Executive Clerk to review and maintain employee benefits and provide information to employees regarding assistance and support Assists in providing staff information pertaining to pension and benefits, and helps process information and requests in conjunction with the Executive Clerk Assists Health and Safety staff communicate messages to employees and circulate safety messages as directed Helps the Executive Clerk compile information and data relating to health and pension benefits to provide better information and support to employees as necessary Assists with employee questions and inquiries relating to benefits, claims, and Employee Assistance Programs April

8 The signature of the employee indicates that he/she has seen the job description, and has had the opportunity to seek clarification on any of the duties or responsibilities outlined for this position. (Employee) Date: (CAO) Date: April