DEFINITION :

Under the direction of the Corporate Officer, develops, implements and coordinates effective secretarial, clerical and administrative procedures for the Administration Department, including Corporate Services, Human Resources, and Economic Development.

EXAMPLES OF WORK PERFORMED :

• Provides a high level of customer service to the public in handling a variety of enquiries and requests for service.
• Handles confidential materials related to City business and personal matters with the utmost discretion and is required to always maintain strict confidentiality.
• Prepares and reviews correspondence, reports, memos, brochures, bylaws, forms, invoices, lists and other material related to departmental business.
• Prepares agendas and coordinates supporting documentation as required.
• Assists with Freedom of Information Requests as required.
• Assists in preparing bylaws, policies and procedures, and a variety of routine and non-routine correspondence.
• Assists in identifying and locating files and historical records as required.
• Ensures that items are accurately documented, and that matters receive follow-up in a timely manner.
• Conducts research on local government legislation, issues and policies as requested by the Corporate Officer.
• Maintains and archives Department filing systems and assists in establishing new filing systems as required.
• Schedules and arranges meeting space, sets up tables, chairs, supplies and equipment for meetings.
• Receives, sorts and distributes incoming mail.
• Assists with the planning and organization of various City-related events.
• Provides back-up as required to the Executive Assistant as needed, including drafting agendas and taking minutes for Council and Committee of the Whole meetings, and attends these meetings as required.
• Other related duties, as required.

MINIMUM TRAINING AND EXPERIENCE :

The above statement is a general description of the principal functions of the job identified and shall not be construed as a detailed description of all the work requirements that may be inherent in the job.