Administrative Coordinator

Compose correspondence for the Municipal Clerk by identifying required information, researching background information, gathering & compiling data from multiple sources.

Receive & assign all general inquiries, correspondence and electronic communication from both internal/external key partners.

Prepare background material for meetings, schedule presentations & make any other necessary arrangements including attendance & recording of minutes.

Brief Municipal Clerk prior to meetings & provide background material.

Prepare Municipal Clerk’s reports, presentations, memos and minutes & track minutes, council reports & actions items.

Provide assistance to the Municipal Clerk and Clerk's Leadership Team on assigned projects & highly confidential work.

Participate in the development of & coordinate & manage the implementation of divisional meetings including the MCO Leadership monthly meeting & coordinate follow up on identified priorities.

Develop business cases for organizational change & prepare staffing actions.

Prepare, approve & submit attendance sheets & maintain vacation schedules.

Maintain confidential files such as personnel files, grievances, complaints, job classifications, salaries, etc for all division staff; verify & submit bi-weekly payroll sheets.

Initiate & manage structural, organizational, equipment, systems, & technological changes to improve the efficiency of the MCO.

Coordinate office renovation, maintenance, communication systems, IT equipment & office security.

Coordinate division’s annual budget/business planning processes.

Assist in the alignment of resources with the business plan, ensuring resources are allocated to priorities.

Monitor status of division’s business plan goals & objectives, identifying any potential risks to achieving desired outcomes.

Ensure structures & reporting relationships are appropriate for service delivery.

Manage SAP reporting on operational expenditures, revenues, monthly financial projections & required journal entries.

Monitor expenditures ensuring adherence to budgetary approvals & authorize purchases within approved guidelines.

Manage and supervise administration of petty cash.

Monitor & maintain CAO tracking tools.

Monitor internal & external status reports & make recommendations for services delivery efficiencies &/or prioritizes follow up items for Municipal Clerk.

As required, manage the Municipal Clerk’s schedule including arranging appointments, daily activities, corporate travel & prioritizing requests with careful consideration to high priority issues. Identify potential conflicts as they arise.

Bachelor’s degree in Business, Public Administration or related field

Minimum of 5 years of related experience in a senior administrative role with demonstrated performance capabilities

Related experience organizing, supervising & managing administrative & technical projects/functions, with a focus on results, preferably in a municipal or public sector environment

Negotiation, facilitation and consensus building skills

Excellent organizational, time management and problem-solving skills with ability to coordinate complex tasks efficiently

Excellent interpersonal and communication skills to deal effectively with both internal/external customers

Knowledge of HRM policies procedures, business practices, organizational structure considered an asset

Proficient use of Microsoft Office, including Outlook, Word, Excel, PowerPoint

Working knowledge of SAP, open text, HRM Policies & Procedures considered an asset

Strong sense of ethics & the ability to handle sensitive, confidential or private information with tact/discretion & knowledge of data privacy laws

Strong customer service orientation. Ability to deal with Councillors, senior management, media & public under stressful situations

Able to coordinate multiple initiatives & activities in a rapidly changing environment

High level of sound & independent judgement, reasoning & diplomacy

Resourceful, flexible, professional, responsive & positive work attitude is critical

Proficiency with the development & maintenance of documents, presentations, spreadsheets, databases & social media

Ability to work effectively & independently on a multitude of tasks & as a team in variable situations

Working experience in file & document management

Critical thinking, analysis & research skills are essential

Must be able to keep accurate & well documented records