Administrative Assistant - Real Estate & Construction Services

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Job Title: 
Administrative Assistant - Real Estate & Construction Services
Job Number:  J1212-0315
Job Code:  NU275
Job Category: 
Administrative/Clerical
Department: 
Facilities Management & Construction
Bargaining Unit:  Non-Union
Job Type:  Full Time
Number of Positions:  0
Hours of Work:  35 hrs/wk
Salary:  $50,505.00 - $68,959.80/Year
Date Posted:  December 13, 2012
Closing Date:  January 10, 2013

Opening Statement

History and innovation thrive in Kingston, located at the head of the St. Lawrence River and the junction of the Rideau Canal (a UNESCO World Heritage site). Kingston is a dynamic city with a sound and diversified economic base - consisting of prestigious public institutions, government bodies, leading healthcare and education facilities, significant tourism and entertainment activity, and a large private sector. Kingston offers quality of life of a smaller community with the amenities of a major centre.

Position Summary

Reporting to the Director, perform general office management duties providing administrative, technical and logistical support to the Director and the department;

Prepare and compile necessary documents to comply with corporate procurement policies to process the department’s Request for Proposals, Tenders, Price Requests and Purchase Orders;

Perform various real estate tasks such as land title searches, drafting purchase and sale agreements, drafting commercial leases and composing correspondence;

Maintain departmental attendance records in Peoplesoft and in accordance with corporate policies;

Maintain and improve the department’s paper and digital filing systems, including inventories of reports related to realty asset management;

Track and finalize all of the department’s reports to Council;

Ensure the smooth operation of day-to-day business by scheduling meetings, drafting and distributing agendas and tracking deadlines and due dates;

Record, transcribe and circulate minutes of meetings;

Work on a number of general and confidential projects including Council and Corporate priorities, strategic planning, annual reports and new initiatives;

Coordination of department staff meetings and functions.

Qualifications, Competencies

Two year Post Secondary Diploma in Legal Administration or equivalent in education;

Five or more years of administration experience in an office setting, experience in a legal office setting preferred;

Experience in Real Estate matters and Legal procedures preferred;

Must demonstrate corporate competencies: Customer Focus, Results Orientation, Integrity, and Teamwork.

Skills, Abilities, Work Demands

Strong organizational skills including the ability to manage multiple projects from more than one manager;

Strong communication skills both verbal and written required;

Basic knowledge of real estate law, construction process, facilities maintenance and project management would be an asset;

High level of professionalism and discretion to manage sensitive and confidential information correctly and effectively;

Strong interpersonal and customer service skills, including ability to interact effectively and establish good working relationships with other personnel within the corporation;

Ability to perform in a busy office, efficiently, with high accuracy under stressful conditions and deadlines;

Ability to effectively communicate with other City staff, law firms, contractors, developers, other government agencies and the general public;

Minimum intermediate skill level in MS office (Word, Excel, Power-Point)-tested;

Typing speed of 45 w.p.m. (tested).

Closing Statement

Your resume must clearly demonstrate how you meet the requirements of the position. We thank all of those who apply; however, only those selected for further consideration will be contacted. The City of Kingston is an equal opportunity employer. Information collected will be handled in accordance with the Municipal Freedom of Information and Protection of Privacy Act.


Personal information, as defined by the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), including (but not limited to) the applicant’s name, contact information, resume and other documents submitted, etc., is collected and will be used in accordance with MFIPPA and all other relevant privacy legislation. The personal information submitted by applicants is collected through a website hosted by Njoyn on behalf of the Corporation of the City of Kingston (the “City”) and will be used by City staff to maintain a inventory of potential candidates and for use in considering applicants for an identified employment opportunity. Questions regarding the collection, used, disclosure, and disposal of the personal information collected shall be directed to: candidate.njoynhelp@cgi.com

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