Administrative Assistant

Our City Our Future

St. Johns is a progressive city with a strong connection to the past and a positive outlook on the future. As one of the oldest cities in North America we have a unique history but we are also a growing city with the needs and opportunities of a modern urban population. The City of St. Johns is committed to recruiting world-class talent and expertise to join our City staff more than 1200 strong who provide a vast array of valued services to the residents of St. Johns and the metropolitan area. If you are an innovative thinker with a positive attitude and a commitment to quality we want you to help us make St. Johns a city where people want to live and feel they belong.

The Opportunity

This position provides administration support for the Office of the City Clerk.

This is a temporary position until March 5 2027 with the possibility of extension.

Accountabilities

Primary point of contact at the main reception area providing information and/or assistance to Council staff and the public in person by phone and via email.
Assist with preparation and management of records perform data entry and oversee mail distribution.
Provide administrative support to the City Clerk and other staff as needed ensuring timely and accurate completion of tasks.
Process all departmental invoices and requisitions using Workplace and/or other software as necessary in compliance with financial procedures.
Coordinate and schedule Protocol Events.
Support the planning and execution of Civic Functions.
Act as Clerk for Assessment Review Court and Civic Improvement Appeals (data entry scheduling record tracking and management minute taking etc.)
Review process and track all room usage requests for the Foran/Greene Room and Wyatt Hall.

The successful applicant will be required to participate in all training programs applicable to this position and other related work. The above statements reflect the general duties considered necessary to describe the principal functions of the job identified and shall not be considered a detailed description of all work requirements that may be inherent in the job.

Qualifications

Education: Graduation from High School and completion of an Office Administration diploma or comparable education.

Experience: Five (5) years work experience in an administrative role of similar complexity and accountabilities. Must possess excellent communication skills both written and -depth knowledge of Microsoft Office suite (including but not limited to Word Excel PowerPoint and Outlook). Strong organizational and analytical skills. Ability to deal with people in a professional tactful and diplomatic manner. Must have attention to detail and the ability to coordinate with internal and external stakeholders. Must have the ability to multitask in a fast paced environment and maintain strict confidentiality.

An equivalent combination of education and experience acceptable to the City may be considered.

Hours of Work

Monday - Friday
9:00 a.m. - 4:30 p.m.

We wish to express our appreciation to all applicants for their interest and effort in applying for this position. However only candidates selected for interview will be contacted. The City of St. Johns does not accept applications in person by email fax or mail. Applications will be received up to 12:00 Midnight (Newfoundland Standard Time) on closing date.

This City of St. Johns is an equal opportunity employer and is committed to the employment of a qualified workforce which reflects the communitys diversity.