New Job Administrative Assistant Ii - Water And Wastewater Operations - In Ontario

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JOB POSTING

JOB ID #: 20427

Administrative Assistant II - Water and Wastewater Operations - REPOST
Public Works
Hamilton Water
700 Woodward Avenue

Applicants who have already applied need not apply as your application has been considered.

The number of regular appointments: 1 Full-time regular. Number of vacancies?

Non-Union professional: United/United Nations: Non-Government.

Hrs of work: 35.00 per week, average.

STATUS/LENGTH: Full-Time Regular

Job Description ID: 5512. nternet job description: 5512

SUMMARY OF DUTIES

Working independently, the director of water and wastewater operations provides executive support for a broad range of administrative activities within the division and ensures that deadlines are adhered to and established procedures are followed.

Administrative support for the director of woodward's upgrades and back-up support for Hamilton's Water Director's administrative assistant.

Coordinates the acquisition of administrative services such as office space, supplies and office equipment and telephone services. )

He provides leadership and guidance to support staff within the division, participates in recruitment processes for junior employees when required.

GENERAL DUTIES

The Divisional Director provides confidential administrative support.

Assumes responsibility for routine administrative details within the office of the director.

The director helps in business and administrative matters, such as responding to inquiries or processing confidential issues.

Reception and screening of all inbound telephone calls, emails, and visitors to the office; refers to appropriate phone calls.

The recipient receives incoming mail, reviews and distributes correspondence needing prior attention by the staff.

Prepares, composes and proofreads correspondence on a variety of matters, both confidential and routine. Drafts replies to non-routine matters for consideration by the director, takes dictation and performs transcription as required.

Schedules appointments, arranges meetings, books rooms, organises the delivery of equipment, prepares necessary documentation, provides for catering arrangements and informs participants of arrangements.

Responds to inquiries and liaises with local officials, local boards, government agencies, outside organizations, internal staff and the general public and follows-up as needed. '

The timely processing of cheque requests, expenses claims and review of such descriptions ensures accurate descriptions, account numbers, availability of funds and ensures appropriate terms of purchase and leases are exercised.

Monitors transaction listings, investigates discrepancies and processes journal vouchers.

Monitors requisitions and distribution of supplies and payments of accounts.

Keeps records of the divisional office's daily attendance and vacation.

Coordinates and arranges all travel, conference and course arrangements. As appropriate, follows up.'

The company develops and maintains confidential information filing systems.

The director supports the director in completing the DWQMS/WQMS-BCOS interoperability process by the required due date.

Emergency and single-source procurement authorizations track records. '

Assists in the preparation of divisive meetings.

Participates in the selection of office equipment, i.e. photocopy machine, computing equipment; projectors & display screens; virtual meeting technology etc.).

Acts as contact person for director's office, ensuring information is disseminated to staff as needed.

Working conditions are in accord with the provisions of applicable health and safety laws and all City of Hamilton corporate and departmental policies and procedures related to Occupational Health and Safety.

Performs other duties as assigned with minimal supervision and direction.

QUALIFICATIONS

1. Graduate from an Office Administration Program or a combination of education and related office experience, must have extensive administrative and organizational support experience at senior level; be fluent in English; be familiar with modern office practices? 2. Knowledge about the ability to maintain confidentiality of sensitive information. 3.

1. Must be highly proficient in a computerized environment, particularly with Microsoft Office products to include Outlook, Word, PowerPoint and Excel. Experience and knowledge of IPS; EAM; BIMA; PeopleSoft would be an asset.

3. Must have a high level of accuracy and speed in preparation and review of error-free written communication, previous experience in preparing reports, notices, information packages, spreadsheets and charts.

4. Must relate readily to the public, elected officials and outside agencies; have a pleasant and professional manner; be able to carry out instructions without detailed direction; and support and model desired corporate behaviours which are collective ownership, Steadfast Integrity, Courageous Change, Sensational Service and Engaged and Empowered employees.

5. Must be able to work independently on complex projects and coordinate activities with other parts of the organization to promote smooth and efficient communications and flow of information. '

Demonstrated ability to work in a fast-paced, changing environment, and to respond effectively to the challenges of the complex work environment.

7. Must be able to participate as an active member within the executive team, ensure consistency/adherence to practices, and determine solutions. Should possess initiative, good judgment and positive attitude.

8. Experience in a related municipal environment would be an asset.

Learn general accounting principles, including the ability to monitor accounts, maintain routine financial records, and calculate and process invoices and payable accounts.

Demonstrated ability to coordinate, assign and review work of junior staff. Work-related problems resolved.

11. Must possess strong interpersonal skills with demonstrated ability to work independently, and as part of a multi-disciplinary team.?

Demonstrated ability to balance and effectively manage workload in a dynamic work environment within prescribed time limits and adjust based on priorities.