Administrative Associate - City Operations

Position Summary

This position provides relief support for the permanent Administrative Associates who report to the Director of Roadways & Transportation and Director of Water, Waste & Environment. When relief support is not required, this position supports the City Operations Division with general clerical requests. This position reports to the Coordinator, Administrative Services, City Operations.

Duties & Responsibilities

• Performs complex and at times politically sensitive, and/or confidential administrative duties for the Director, including reviewing, analyzing, and taking appropriate action on emails and correspondence on behalf of the Director, directing work to the applicable departmental staff and supporting Department management functions and staff, focusing on exceptional customer service.
• Manages, organizes and coordinates the Director’s and other departmental meetings, appointments, schedules and emails, including preparing and assembling necessary background information and files required for meetings and appointments; attends and takes minutes as required by the Director.
• Analyzes issues and determines solutions, composes responses/correspondence from very general instructions in reply to written or verbal inquiries and various meetings and including those involving confidential and sensitive managerial issues.
• Maintains and manages a tracking system for the Director’s outstanding issues, determines the status of outstanding items through contact with the appropriate individuals or departments, and performs proactive follow up as required.
• Provides direction and delegates work to Department Managers to ensure the goals and objectives of the Department are achieved, based on Director’s general instructions.
• Provides excellent customer service to internal and external customers.
• Develops and maintains an effective filing system (both paper and electronic) for the Director’s office, within the established corporate guidelines and policies.
• Assists with the preparation and verification of budget submissions and on-going expenditure monitoring and variance reporting, based on the instruction of the Director.
• Provides supervision, training and performance management for assigned office support staff.
• Maintains positive relationships with the Administrative Assistant to the Executive Director and other Administrative Associates within the Division and Corporation, to ensure administrative processes are applied consistently.
• Follows all rules and regulations as set out in the Provincial Occupational Health and Safety Act and the City of Regina Occupational Health and Safety Manual.
• Performs related duties as required.

Education & Experience

Candidates will be screened on the following criteria:

*** To be considered for this position you must clearly identify your qualifications, experience, knowledge, skills and abilities and where you obtained them in your application/resume. ***

The knowledge, skills and abilities required for this position are generally obtained through the completion of a grade twelve (12) diploma and a diploma or certificate in business administration/management, office administration or public administration plus five (5) years or more of progressively responsible experience in providing senior level administrative support.

Knowledge, Skills & Abilities

• Ability to work independently, demonstrate sound judgement and decision-making skills, and participate as a team member to meet the needs of clients and coworkers and to build positive relationships.
• Ability to independently analyze and resolve problems by applying initiative, practicing due diligence and sound judgement when responding and dealing with issues and confidential information.
• Ability to establish priorities, organize and prioritize multiple tasks, while adapting to changing circumstances and meeting deadlines in a fast-paced environment with frequent interruptions.
• Ability to demonstrate excellent proof reading, grammar and punctuation skills.
• Ability to compose correspondence from minimal verbal or written instruction.
• Ability to co-ordinate activities, schedule meetings, arrange appointments, prepare and compile agendas, and compose and generate meeting minutes.
• Ability to input, edit, retrieve, format and transmit and link file data, create and generate queries, reports and documents utilizing word processing, databases, spreadsheets, communications and other software packages with speed and accuracy.
• Ability to communicate effectively expressing ideas both orally and in writing in a manner and style adaptable to various situations, to obtain and provide information and explain policies and procedures with external customers as well as internal clients.
• Ability to maintain confidentiality and a professional approach including being goal and results oriented and an innovator who displays trustworthiness, effectively interacting with people.
• Ability to thrive in a fast-paced environment with time sensitive deadlines and have exceptional organizational, verbal and written communication skills.
• Thorough knowledge of business English, spelling, punctuation and arithmetic.
• Ability to manage, plan, coordinate and supervise office activities and assigned staff.
• Advanced knowledge of computer applications such as email, word processing, spreadsheet, presentation and database programs.

Working/Other Conditions

This position will be working in a busy office environment with numerous interruptions. There will be long hours sitting and using a computer, with numerous deadlines. The successful incumbent will be required to sign a confidentiality agreement.