Administrative Assistant, Facilities Management and Construction Services

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Job Title:
Administrative Assistant, Facilities Management and Construction Services
Job Number:
J0324-0340
Job Code:
NU275
Job Category:
Administrative/Clerical
Department:
Facilities Management & Construction Services
Bargaining Unit:
Non-Union
Job Type:
Full Time
Employment Type:
Replacement
Number of Positions:
1
Hours of Work:
35 hrs/wk
Salary:
$65,779.71 - $82,182.46/Year
Date Posted:
April 2, 2024
Closing Date:
April 23, 2024


Opening Statement

We acknowledge that the City of Kingston is situated on traditional Anishinabek (Ah- nish-in-ah-bay), Haudenosaunee (Ho-den-o-show-nee) and Huron-Wendat (huron-wen·dat) territory and is the home of many Indigenous peoples. We are grateful to reside and work on this land.

Kingston is a smart, livable city in the heart of eastern Ontario. Its stable and diversified economy includes global corporations, innovative start-ups and all levels of government. Kingstonians enjoy a high quality of life with access to world-class education and research institutions, advanced healthcare facilities, affordable living and vibrant entertainment and tourism activities.

We take our core values of Trust, Respect, Integrity and Pride seriously and apply these standards to everything we do. We foster a working environment that reflects our community’s diversity and respects people’s dignity, ideas and beliefs. The City of Kingston views diversity as its strength and encourages people from all backgrounds, including but not limited to women, racialized groups, Indigenous peoples, Persons with Disabilities and persons who identify as members *2SLGBTQIA+ communities, to apply.

Position Summary

Reporting to the Director, Facilities Management and Construction Services, the Administrative Assistant assists with ensuring the successful operations of the Department in order to provide citizens, employees, elected officials, and visitors with safe, healthy, and efficiently managed, designed, and constructed facilities in which to carry out civic activities.

The Administrative Assistant performs general office management duties and is responsible for administrative, technical, and logistical support to the Director, Facilities Management & Construction Services. This position ensures the continuing operation of business and assists the Director and Department with personnel matters, meeting logistics, organization, and delegation of requests.


KEY DUTIES & RESPONSIBILITIES
Provide administrative and technical support to ensure the efficient flow of information within as well as external to the organization:
- Draft, review, edit and format correspondence, reports, legal documents, presentations and forms, summaries, and information/statistical/financial reports ensuring the quality of all outgoing material meets corporate standards and/or policies
- Conducts research with minimal direction to assist the Director with respect to new initiatives
- Drafts and distributes agendas, attends meetings and records minutes and action items, ensuring the quality of all outgoing material meets corporate standards and action items are followed up on
- Attends meetings and records minutes in support of Management Union Labour relations dialogues, maintaining confidentiality
- Assists with preparing and distributing Project Management Committee documentation and construction project related documentation, attends Project Management Committee meetings and records minutes and action items
- Ensures relevant documentation and background information is provided for meetings in a timely manner and ensures Director is prepared
- Composes correspondence from brief oral/written instructions
- Responsible for maintaining the departmental strategic software (Cascade), Project Management Information Software (Aconex), and Office 365 (Sharepoint)
- Administrator for Project Management Information Software (Aconex) and Office 365 (Sharepoint)
- Provide one on one training for Sharepoint navigation to Departmental staff
- Respond to and support staff with technical issues

Monitor, review, and prioritize requests to and from the Director, ensuring consistent flow of information moving in an efficient manner:
- Monitor, review, and prioritize requests to and from Departmental staff to ensure consistent flow of information in an efficient manner
- Facilitates staff inquiries on department issues, verifying and relaying information, such as budget timing, ensuring confidentiality
- Ensure efficient flow of information by scheduling meetings and responding to inquiries (internal and public/external)
- Reviews internal documents submitted to the department for completeness and accessibility standards prior to providing to the Director and follows up on incomplete documentation
- Track time and attendance for staff and ensure accurate information is inputted to HRMS and on Departmental calendar and reconciled
- Acts as a department resource on programs and services, advising other staff within and outside the department on procedural matters to support consistency across the organization

Arranges meetings to support the efficient operations of the Director and Department:
- Organize team building and team recognition exercises including regularly scheduled (quarterly and monthly) staff meetings for the Department
- Organize internal and external training and development for the Department
- Schedules and coordinates in person and virtual meetings across the Department, Corporation and external boards, agencies, and associations
- Maintains appointment schedules for the Director and Managers
- Advises other staff within and outside the department on how to apply standard procedures

Maintain administrative, project and personnel files, including time and attendance tracking:
- Organizes and maintains paper and electronic records/files/manuals
- Maintain confidential files and records, indexing, filing, retrieving and archiving files for storage in accordance with Corporate Records Management System and protocols to ensure files and records are easy to access and organized
- Manage, maintain, and update enterprise resources including templates, forms, data, files, assistive technology, etc.
- Manage, maintain, and update departmental Sharepoint site

Other duties as assigned:
- Provide backup to other departmental staff and Administrative Assistants (i.e., vacation, sick leave, etc.) to ensure administrative continuity

Qualifications, Competencies

College Diploma in Business Administration, Office Administration, or a related field

University Degree preferred

3-5 years recent and related experience as a confidential Administrative Assistant, preferably in a municipal setting

Experience or education in Legal Administration would be an asset

Administrator certifications in Project Management Information Software (Aconex), Asset Management Software (Asset Planner), MS Office/Office 365 preferred

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

Skills, Abilities, Work Demands

Advanced proficiency in Microsoft Office 365 and Adobe Suite, including mail merging, document templating and calendar management

Advanced level computer and technology skills

Excellent interpersonal, collaborative and customer service skills with ability to maintain confidentiality

Budgetary skills

Basic understanding of facilities management, building renovations and new construction projects preferred

Proficiency in Financial Management Systems preferred

Proficiency in Project Management Information Systems and/or Database Systems preferred

Working knowledge of Web Content Accessibility Guidelines and ability to produce accessible documents as it relates to digital content and best practices for formatting source documents for interaction with assistive technology preferred

Strong organizational skills with ability to manage multiple tasks

Excellent and highly professional oral and written communication skills with an understanding of accessible formats

Required to obtain and maintain a satisfactory criminal record check including a vulnerable sector search

Valid driver's license and ability to operate City owned vehicle

Closing Statement

Please apply to Career Opportunities at: www.cityofkingston.ca/Careers
Please inform us of any accommodations we need to make to ensure a barrier-free recruitment experience. Accommodations are available in accordance with the Ontario Human Rights Code (OHRC)and Accessibility for Ontarians with Disabilities Act (AODA) at any stage in the recruitment process. We’re happy to provide more information if you email us at HRCity@cityofkingston.ca

Your resumé must demonstrate how you meet position requirements. Please upload to your profile any educational Degrees, Diplomas and/or Certificates that are relevant and required for the position. We thank all who apply, however, only those selected for further consideration will be contacted. Information collected will be handled in accordance with the Municipal Freedom of Information and Protection of Privacy Act.

Please ensure to check any spam or junk folders for any emails coming from a City of Kingston account.