Executive Administrative Assistant
(Job ID# 2024.98)
Department: Legislative Services
Location: Civic Centre
Status: Permanent, Part Time (up to 24 hours per week)
Number of Positions: 1
Hourly Rate: $42.90 to $52.15 per hour
Date Posted: July 6, 2024
Date Closing: July 20, 2024
Come work with us!
Employment with the Town of Georgina offers an opportunity to make a positive difference in our community. We are a progressive, forward-thinking organization focused on continuous improvement, innovation and providing exceptional customer service. We offer a collaborative team environment and an excellent place to take charge of your career.
Position Purpose:
Reporting to the Town Clerk, the Executive Administrative Assistant is responsible for assisting in supporting the day-to-day operation and administration for Mayor & Council, including assisting with scheduling meetings and appointments; assisting with administrative and support functions for Mayor and Council and the Clerk’s Division; conducting research; responding to and/or redirecting inquiries/communications; assisting with event planning and execution; and completing special projects as assigned. This role includes interaction and liaison with Members of Council, staff at all levels, residents, community organizations and numerous levels of government and political and business contacts. For full details please see attached job description
Minimum Qualifications:
Two (2) year post-secondary education in business, administration, or other relevant discipline from an accredited College, or an equivalent combination of education and experience. Minimum of two years previous related experience, preferably in a public sector office environment. Proficiency and experience in the use of computers including: customer service systems, work order Systems, financial systems, Microsoft Office Suite (Excel, Word, Outlook), database systems, and GIS Systems;
How to apply:
Qualified applicants are invited to submit a resume and cover letter, identifying the Job Title and Job ID#. Please apply by visiting the www.georgina.ca/careers no later than 11:59 pm on the closing date. The assessment process may include a practical test and/or interview.
Committed to diversity and a barrier-free environment:
The Town of Georgina is an equal opportunity employer and we will accommodate the needs of applicants under the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the recruitment and selection process. Please advise the Human Resources Office to ensure your accessibility needs are accommodated.
We thank all candidates for their interest, however only those being considered will be contacted.
Personal information collected will be used in accordance with the Municipal Freedom of Information and Protection of Privacy Act for the purpose of candidate selection. Further information concerning the collection of personal information should be directed to the Human Resources Manager, Town of Georgina, 26557 Civic Centre Road, Keswick, ON L4P 3G1 (905) 476-4301
JOB DESCRIPTION
JOB TITLE: Executive Administrative Assistant - Clerks
DEPARTMENT: Legislative Services
DIVISION: Clerks
PRIMARY FUNCTION:
Reporting to the Town Clerk, the Executive Administrative Assistant is responsible for assisting in supporting the day-to-day operation and administration for Mayor & Council, including assisting with scheduling meetings and appointments; assisting with administrative and support functions for Mayor and Council and the Clerk’s Division; conducting research; responding to and/or redirecting inquiries/communications; assisting with event planning and execution; and completing special projects as assigned. This role includes interaction and liaison with Members of Council, staff at all levels, residents, community organizations and numerous levels of government and political and business contacts
SUPERVISION RECEIVED:
Town Clerk; or designate.
Indirect - Executive Assistant to Mayor and Council.
DIRECTION EXERCISED:
May occasionally instruct other employees, including interns, temporary or contract employees and students how to perform tasks.
WORKING PROCEDURES:
- Identifies sensitive issues and handles highly confidential material;
- Responds in an efficient manner to inquiries, requests and concerns from Members of Council, all sectors of the public, staff, business and other levels of government and community groups; resolves matters through utilization of internal or external resources; ensures the inquiries by the Mayor and Members of Council to staff or external entities are expedited.
- Directs all concerns logged into the PSR Customer Service system from the Mayor and all Members of Council to appropriate departments/staff, follows up on progress of issue/complaint and responds appropriately to the initiating Member of Council and/or resident as required.
- Assists in the coordination, orientation and smooth transition of newly elected Members of Council and departing Council.
- Answers, screens, redirects and/or responds to incoming calls for and on behalf of the Mayor and Members of Council;
- Maintains inventory of and distributes as necessary: flags, pins, Town mugs and other promotional material, in accordance with budget limitations.
- Manages the office stationery and supplies for the Mayor and Council by keeping an inventory and reordering when necessary.
- Prepares correspondence and/or photocopies/scans material for members of Council.
- Sends notifications to the Mayor, Council and staff of occasions where acknowledgements are sent out (i.e. deaths/memorials, injury, illness, etc.) and arranges for the appropriate acknowledgements for these occasions.
- Schedules and confirms appointments and meetings, arranges meeting rooms, compiles materials, documents, etc. and provides refreshments as necessary.
- Assists in organizing and facilitating Special Projects and charity events sponsored by the Mayor.
- Assists in coordinating approval, planning and execution of ceremonial flag raisings at the Georgina Civic Centre, liaising with all appropriate staff and members of public organizations as required.
- Assists with and attends special events, receptions and other functions for Mayor and Council, staff, and the community; assists with the planning and organization of all aspects of the event, including arranging for presenters and speakers, and coordinating all required equipment and supplies/materials for the event.
- Assists in the ongoing promotion, maintenance and distribution of the Community Initiatives Fund, including receiving grant applications, setting application review meetings and providing an associated agenda, communicating with applicants, and generating yearly reports on the distribution of the funds.
- Provides administrative support to the Town Clerk.
- Provides administrative support to the Clerk’s Division when required.
- Provides support to the Clerk’s Division during the election period.
- Performs other related duties, as assigned, to meet Office and Division objectives.
- Represents the Office of the Mayor as assigned.
- Maintains knowledge of and adheres to all Town of Georgina Policies and Procedures.
- Participates in ongoing Training and Development and ensures all mandatory requirements are met and maintained.
The above statements reflect the general details considered necessary to describe the principal functions and duties of the position and shall not be construed as a detailed description of all the work requirements that may be inherent in the job. The Town of Georgina reserves the right to amend this position description at any time provided that such change does not represent a substantive change in the purpose or essential nature of the position.
SKILL/KNOWLEDGE REQUIREMENTS:
Two (2) year post-secondary education in business, administration, or other relevant discipline from an accredited College, or an equivalent combination of education and experience.
Minimum of two years previous related experience, preferably in a public sector office environment.
Proficiency and experience in the use of computers including: customer service systems, work order Systems, financial systems, Microsoft Office Suite (Excel, Word, Outlook), database systems, and GIS Systems;
Ability to organize files electronically and use file management systems and electronic Document Management system.
Exceptional communication (written, verbal and listening) skills.
Well-developed administrative, organizational and time management skills and good attention to detail; ability to develop improved processes and contribute to on-going process improvement.
Ability to manage responsibilities with limited supervision.
