Departmental Associate ; Elections

Overview

This position carries out a variety of administrative support functions for the City Clerk’s Office, City Council, its Standing Committees and Volunteer Advisory Committees, including the Election Office.

• Composes letters, memos, emails and other correspondence to wide variety of internal/external clients.
• Answers phone calls, resolves complaints, clarifies information, directs clients/contacts to appropriate resources, liaises and provides information and assistance to a variety of internal and external contacts.
• Provides advanced administrative support to the City Clerk’s Office, and in particular with regard to urgent research requests.
• Assists in the processing and distributing of memos and emails.
• Manages and carries out statutory notifications for Public Hearings and Development Permit Panel
• Coordinates the annual advisory committee membership appointment process for all Council-appointed boards, committees, commissions and panels.
• Prepares and maintains advisory committee membership lists throughout the calendar year.
• Prepares, plans and manages the annual Civic Appreciation Reception for City Council.
• Develops and maintains databases and spreadsheets.
• Issues bylaw numbers to internal staff, process bylaws and finalize for signature and update the bylaws database.
• Orders supplies, report payroll, reconcile corporate cards, process purchase orders, payment vouchers, work orders and mail.
• Pre-meeting room preparation.

• Ability to perform word processing and data entry with a high degree of accuracy.
• Ability to perform multiple tasks simultaneously, work well under pressure, and deal with stressful situations with professionalism.
• Ability to manage priorities and deadlines with the ability to adapt and change priorities quickly with ease.
• Knowledge of Council procedures and actions.
• Strong organizational ability with strong interpersonal and customer service skills.
• Ability to communicate effectively with internal and external customers.
• Ability to work independently and as part of a team.
• Ability to have a high degree of flexibility, remain calm, and to meet tight deadlines under pressure.
• Ability to complete typing, word processing and clerical assignments without supervision.
• Intermediate knowledge of Word, Excel, Outlook, PowerPoint. Knowledge of REDMS, People Soft, AMANDA and IPS is an asset.
• Ability to successfully pass a Police Information Check.

• Successful completion of Grade 12, supplemented by one (1) year of post-secondary coursework related to the position, such as Business Administration or Local government Administration and inclusive of training in Microsoft Office Suite and word processing.
• A minimum of 1-2 years of related clerical work in an office environment is required.
• An equivalent combination of education, training and experience may be considered. Experience working in a municipal government environment is considered an asset.

• Work is performed in an office environment.