Administrative Assistant

Description:

POSITION FUNCTION

Perform a variety of administrative and secretarial functions and provide administrative support to the Director and Managers of the Engineering Department.

KEY DUTIES

Edit and type a variety of letters, reports, forms and documents including confidential material from typed or handwritten copy; prepare spreadsheets as required; compile and type legal documents related to subdivisions and other land development matters; maintain manual and computerized departmental filing systems; maintain staff attendance, leave and training records and prepare related reports.

Screen and direct calls, email and mail for the Director and Managers; respond to enquiries and complaints from staff, councillors, the public and outside agencies; provide information regarding departmental operations, policies and procedures, committee activities and bylaws; produce and distribute advertisements and media releases.

Produce draft agendas by collecting information and assembling documentation; take, transcribe and distribute committee minutes; follow-up on minute items and recommendations as requested.

Schedule appointments and meetings; book facilities and arrange catering; make travel arrangements; prepare expense claim forms and cheque requisitions; assign and record job numbers; prepare documents for billings; distribute departmental mail; order and maintain office supplies and materials; operate office equipment and arrange for repairs as needed.

Perform related duties where qualified.

INDEPENDENCE

Work is generated by operational demand, requests for service, committee or is assigned by supervisor and designated staff.

Work is reviewed upon completion.

Issues such as major expenditures and deviations from departmental procedures and practices are discussed with supervisor.

WORKING CONDITIONS

Physical Effort:

Sit with arms unsupported while keyboarding. (frequent)

Mental Effort:

Short periods of intense concentration while taking and transcribing minutes of meetings. (rare)

Deal with complaints and negative comments. (occasional)

Meet multiple deadlines. (often)

Visual/Auditory Effort:

Focus on a variety of source data and computer for short periods. (frequent)

Work Environment:

Office.