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Administrative adjunct, Fleet and Facilities-AS241:City Of LondonJob description:Administrative adjunct, Fleet and Facilities-AS241by City of LondonReference #: 1071-en_US Employment type: Any Job location: London, Ontario Date Published: Mar 29, 2024 Job DescriptionFile Number:1071 Service Area: Finance Supports Division: Fleet and Facilities Employee Group: Mgmt Non Union ?Job Type:Full-Time Permanent Number of Openings:1 Summary of tasks:Reporting to the Director, Fleet and Facilities, the Administrative adjunct provides a wide variety of confidential administrative, customer service, and clerical tasks to support the Director, as required. Work Performed:» Handle and prepare all manner of correspondence, reports, educational requests, and memberships for the Division including those of a confidential nature. Maintain follow-up on outstanding matters. Gather information and compile data in response to requests from the Director/ Senior Managers. » Act as the central contact point for the team for internal administration and external contacts. Provide quality customer service by telephone, electronic mail and in person. Engage in effective problem solving to respond to inquiries and complaints, direct complex issues to the appropriate management staff. » Take dictation, transcribe, and type correspondence, reports, minutes, and statements. » Arrange appointments, maintain Division calendar, and advise the Director/ Senior Managers of scheduling matters. » Format reports, take reports from draft to final stage, provide input and identify opportunities for researching and implementing improvements to report presentation. Submit final version of reports to Clerks. » Monitor administrative budget and prepare various budgetary forms and financial documents. » Assist in arranging payment of all invoices and generating invoices (receivables) as required. » Perform a variety of sensitive confidential administrative functions including process personnel and staff requisition forms for the Division; maintain records on staffing and personnel matters, prepare payroll records and submit changes, prepare, and distribute agendas and minutes for all management meetings and prepare correspondence as required. » Coordinate, collect and compile data for presentations and project materials. » Process all mail and provide draft responses to routine inquiries. » Receive, visitors to the Division; receives, intercept, redirect telephone calls and, where possible, provide a response to inquiries. » Maintain and update the area's internal phone directory, organizational charts, and asset logs (i.e. phones, laptops). » Book conferences, seminars, workshops, and staff training and make necessary travel arrangements. » Maintain and archive Division records, files, drawings, and documents. » Maintain and make available to the Director, any manner of files, records, or documents. » Demonstrate commitment to supporting anti-racism, anti-oppression, and human rights through practices and interactions with community partners, employees and individuals and support programs and initiatives that reflect this commitment. » Demonstrate commitment and adherence to Health and Safety legislation and programs; actively promote a culture of safety. » Provide assistance all over the Division. Provide coverage to the Administrative adjunct positions within Finance Supports, as required. » Undertake various special projects related to the area. » Monitor, track and follow up on MFIPPA requests. » Perform related tasks as assigned. expertise and Abilities:» Demonstrated capability to provide customer service in a high-volume environment. » Excellent oral and written communication expertise » capability to stay organized in an environment requiring management of several priorities. » Proficient in word processing, spreadsheet, internet, and database applications. » Excellent capability to use significant software applications such as Microsoft Office; JD Edwards, KRONOS, Excel and Visio. » Good judgement and the exercise of discretion when dealing with confidential matters. » practice in a municipal government environment an asset. » Proven capability and initiative to work with minimal supervision and with the utmost discretion. Qualifications:» Two-year Community College Diploma in Office Administration - Executive or equivalent. » Minimum four years of related senior administrative practice or an equivalent combination of education and related professional and lived community practice. Compensation & Other Information:$58, 770 - $76, 401 This posting is for 1 permanent full-time position. Current Hours of Work: Monday - Friday from 8:30 a.m. to 4:30 p.m. Work Arrangement: Hybrid. These hours of work and work arrangement are subject to change in conformity to business requirements. Police Record CheckThe prosperous candidate will be required to complete a Criminal Record Check. As an inclusive employer, we are committed to providing a fully accessible recruitment process. Contact Us by us at any time during the recruitment process and let us know what accessible supports you may need. Application Contact Information Company Name: City of London Company Website: https://careers.london.ca/ Application URL: Click here to apply online
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