Administrative Assistant - Planning Services & Building Services in Kingston upon Thames

The City of Kingston is grateful to experience the traditional territories of Anishinabek, Haudenosaunee and Huron-Wendat. 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. At the City of Kingston, we believe that diversity and inclusion are essential elements of a thriving workplace. We value the unique perspectives and experiences that each individual brings to our team. As we continue to grow, we are dedicated to creating an environment where all employees feel welcomed, respected, and empowered to contribute their best work. The City of Kingston views diversity as its strength and we encourage applications from individuals of all backgrounds, including those from underrepresented communities.

As staff, you play a pivotal role in enhancing people’s lives by delivering exceptional, customer-centered services of the highest quality. Within our highly ethical environment, you’ll embrace accountability by consistently going above and beyond, actively listening to our customers, creatively addressing their needs, and maintaining unwavering respect for all individuals you serve. As a result, you’ll become an integral part of our qualified and dynamic team, recognized for its compassion, excellence, integrity, inclusivity, and adaptability.

Position Summary

This is a temporary position covering full-time hours for up to 9 months. The Administrative Assistant performs general office management duties and is essential in contributing to the overall efficiency and effectiveness of the departments. They are responsible for providing confidential administrative, technical, and logistical support to the Director, Planning Services and Director, Building Services, and their management team, and may support other areas of the Growth & Development Services Group on an as-needed basis. They will provide operational leadership in coordination, alignment and upkeep of corporate and departmental processes. The highest regard for confidentiality and diplomacy are required for all aspects of this position.

The Administrative Assistant supports the overall success of the departments and performs a variety of administrative support and coordination functions that are guided by the goals and objectives of the City’s strategic plan, mission, vision, values and Council priorities.

• Provides administrative support and assistance to the departmental management teams, preparing confidential correspondence and reports, conducting research, arranging meetings, etc. to support the efficient operations of the teams.
• Prepares regular draft correspondence, reports, legal documents, presentations and forms, summaries and information/statistical/financial reports.
• Records, prepares and distributes agendas and minutes, ensuring the quality of all outgoing material meets standards.
• Conducts research (legislation, best practices, procedure/policy) regarding report or meeting subject.
• Schedules in person and virtual meetings, maintaining appointment schedules and composing routine correspondence from brief oral/written instructions for signature.
• Utilizes Cascade to ensure that departmental progress with respect to completion of strategic priorities is up to date.
• Organizes departmental meetings to ensure that the departmental workplans are up to date.
• Supports the preparation of council and committee reports, including report tracking, accessibility compliance, editorial review and compliance with formatting requirements and corporate templates.
• Maintains the department’s confidential files and records using MS SharePoint in accordance with Corporate Records Management bylaws and protocols to ensure files and records are easy to access and organized.
• Organizes and maintains records/files/manuals.
• Maintains confidential employee appraisal/recruitment documentation.
• Attends confidential meetings, taking and maintaining notes.
• Oversees the file structures and file management of the department, including the use and implementation of office technology and software as well as the tracking of corporate priorities, council motions and key projects in a centralized tracking software.
• Supports Management Team with creating and maintaining budget documents annually, and monitoring budget to actual financial transactions throughout the year.
• Provides financial management support for efficient operation of the Team.
• Tracks time & attendance for teams.
• Facilitates staff inquiries on finance issues, verifying and relaying information, such as budget timing, ensuring confidentiality.
• Reviews internal documents submitted to the department for completeness.
• 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.
• Other duties as assigned.

Qualifications, Competencies

• 2-year diploma from a post secondary institution. Degree in Business Administration or Public Administration, considered an asset.
• 3 years of recent and related experience.
• Experience with Microsoft SharePoint.
• Experience working in a municipal setting, considered an asset.
• Must demonstrate corporate values of Belonging, Collaboration, Accountability, and Innovation.

Skills, Abilities, Work Demands

• Basic knowledge of corporate strategic planning process, annual budget process and financial reporting/forecasting.
• Highly professional, adaptable and anticipatory with excellent oral and written communications skills.
• Excellent interpersonal, collaborative and customer service skills and ability to respect & maintain a high level of confidentiality.
• Must possess strong organizational and communication skills with the ability to manage multiple tasks and prioritise workload efficiently.
• Demonstrated attention to detail and accuracy.
• Experience taking meeting notes and preparing meeting agenda and items of correspondence.
• Intermediate level skills in Microsoft Office (Word, Excel, PowerPoint and Outlook).
• Advanced proficiency in Microsoft Word and Outlook, including mail merging, document templating and calendar management, preferred.
• Advanced proficiency in Microsoft Excel, including data management and query techniques, preferred.
• Ability to work outside regular business hours.
• Required to obtain and maintain a satisfactory criminal record check.

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 resume 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. The City of Kingston may utilise artificial intelligence (AI) assisted tools throughout the recruitment process. All final hiring decisions are made by qualified municipal staff.