Description:
The Civic Events & Festivals section has an opportunity for a highly organized and competent individual to provide administrative assistance with the Civic Events and Festivals and the Partnership and Event Attraction sections. This position requires an individual with excellent interpersonal, organizational, time-management and administrative skills. The incumbent is responsible for providing a broad range of clerical and administrative services in support of the day-to-day needs of the Directors and the smooth operation of the sections.
What will you do?
- Process section payments and billings complying with the City’s money-handling and credit card policies. It includes supporting section financial management tasks by creating purchase orders in SAP and SAP Ariba and issuing payment to be processed by Corporate Accounts Payable, and checking payment status in SAP
- Provide support to external vendors in the creation and maintenance of vendor accounts, electronic fund transfers (EFT) registration, guiding them through to IT for support to upload invoices in Ariba
- Managing agreement signing, execution and filing as required, which includes managing DocuSign
- Provide assistance in the administration/records management of section grant programs including application intake and review for completeness; corporate searches; merging and sending letters of approval; agreement signing through Docusign, execution and filing; and grant payment and final report processing
- Provide and/or coordinate various administrative services including: inventory coordination and ordering of electronic devices and telecommunications; stationery and supply ordering; staff uniforms, etc., corporate procurement card transaction/review/submissions/approval
- Manage invitations and ticket distribution for various special events
- Manage the flow of incoming and outgoing correspondence, ensuring that documents are recorded and managed according to policy and procedures
- Create and maintain calendar invites for the Directors, prepare meeting agenda(s), take meeting minutes, prepare reports and presentations and provide research and history on past meetings
- Provide administrative support in the set up of new staff hires ("log on" ID, system access, directory updates), workstation and technology (phones, laptops) set-up etc.; submit or coordinate building maintenance requests as per corporate procedures
- Provide assistance in the administration and record management of staff vacation schedules, and other HR related administrative duties; provide assistance in the use of core business applications as well as maintaining office equipment and supplies (fax, printers, photocopiers etc.)
- Provide coverage for other clerical staff within the section and components of the Business Integration Technician role. This includes booking events and pulling reports through existing booking and scheduling systems as required Provide clerical support for event site commands as required, including scheduling the trailer, catering coordination and event command logging
- Support records management ensuring that document management, retention, disposition and distribution adhere to requirements. Working with the department Records Management Coordinator, ensure all records/files are properly recorded and archived
- Research and/or compile section statistical data and prepare and/or print reports as required; provide liaison between the Directors' offices, to the Branch and Deputy City Manager’s offices as required
- Prepare and/or assist in the development of presentations; organise meetings and workshops including book meeting locations, prepare and mail meeting notifications and agendas, record and distribute minutes, follow-up to ensure work/action items assigned at meetings are completed
- Ensure section safety boards, hazard assessments and other information are posted in staff areas, including components in the section command trailer
- Other duties as assigned
Qualifications:
- Completion of Grade 12 or higher, or equivalent or completion of an appropriate certificate program from an approved business school/college
- Minimum of two (2) years of progressively responsible and diversified work/information processing experience or data entry experience, including general office procedures
Skills required for success:
- Demonstrated ability in relevant software and computer applications, including SAP Ariba and SAP, Google Workspace (Gmail, Calendar, Docs, Forms, Sheets, Slides, etc), Microsoft Office (Word, Excel, etc), and the ability to learn new computer skills
- Ability to perform assigned tasks with a high level of accuracy
- Considerable knowledge of modern office practices, procedures and equipment
- Ability to make decisions, format documents, take minutes and maintain records in accordance with established policies, procedures and formats including excellent grammar, punctuation and spelling
- Ability to work independently and professionally within a team environment
- Excellent time management and organizational skills, with the ability to efficiently and effectively manage competing priorities, manage a large volume of work, and work under tight timelines
- Ability to solve problems and make independent decisions
- Ability to adapt quickly to change (ex. taleo to enterprise commons; Microsoft Office to Google)
- Strong communication, customer service, and decision making skills with the ability to establish and maintain effective working relationships within a multidisciplinary team environment with the ability to handle various inquiries, and effectively manage conflict
- Strong interpersonal skills and the ability to establish and maintain effective working relationships with a focus on collaboration and integration
- Recreation Administration Management Software (RAMS), Intelli booking software experience
- Proven ability to effectively handle sensitive information using discretion
- Alignment to our Cultural Commitments and Leadership Competencies (https://bit.ly/4brRrXm)
- Embracing a culture of equity, diversity, reconciliation and inclusion
- Alignment with the goals of the City Plan (https://bit.ly/3RZcCaA)