Administrative Assistant to the Director of Infrastructure Capital Planning

Job Responsibility:

Division: Infrastructure Capital Planning Department: Growth and Infrastructure Initial Reporting Location: Frobisher

Job Status: Permanent Position Affiliation : Non Union Hours of Work : 70 hours bi-weekly Shift Work Required : No Range of Pay : Group 8 - $2,344.30 to $2,759.40 bi-weekly (subject to review)

The start date will follow the selection process.

This position is eligible to work remotely on a part-time basis.

Main Function: Contribute to the proficiency of the division and organization by providing a full range of administrative support. Support the Director, divisional managers, and senior leadership in the organization with enterprise initiatives and strategic objectives through organizational awareness and collaboration.

Characteristic Duties : Under the general direction of the Director of Infrastructure Capital Planning.

1. Proactively coordinate and oversee administrative work and take necessary action to ensure divisional success. Ensure the consistent application of administrative processes in accordance with City of Greater Sudbury (CGS) policy, procedures, and accepted best practices. 2. Respond to requests and enquiries and resolve issues in a timely manner on behalf of and in support of the Director, where appropriate. 3. Support organizational communication and collaboration by acting as a liaison for inter-divisional and organizational information sharing, communications, and various matters, including those of a confidential matter. 4. Assist with the timely development of various reports, presentations, and documents and conduct necessary research to ensure accurate information. 5. Contribute to the completion of enterprise-wide documents, such as budgets, financial reports, and work planning exercises by initiating and actioning related processes and communications, collecting and ensuring accuracy of information collected and presented, flagging milestones and timelines, etc. 6. Contribute to the overall effectiveness of the organization by analyzing and identifying opportunities to improve administrative standard operating procedures and processes. 7. Oversee administrative staff including hiring, training, managing job performance, and issuing discipline in accordance with relevant collective bargaining agreement language and CGS policy. Represent the Employer in the first stage of the grievance process. 8. Perform various administrative functions such as scheduling meetings, taking minutes, maintaining various records including employee training records and documentation, coordinating calendars and issues on behalf of and at the direction of the Director, arranging travel for divisional staff, coordinating training sessions and other events for staff, and maintaining websites. 9. Support the administration of finance related processes and procedures by monitoring budgets and flagging concerns to the appropriate Manager or Director, processing expenses and purchase orders, reconciling various expense claims, etc. 10. Support the recruitment, onboarding, and training of divisional employees and other human resource related policies and procedures. 11. Support confidential labour relations matters. 12. Adhere to and provide administrative support, guidance, and direction to staff throughout the Division regarding policies, procedures, and document control on behalf of the Director. 13. Develop and maintain a thorough working knowledge of CGS's Safety Manual and the applicable provincial legislation listed therein. 14. Perform other related duties as required.

Qualifications

• College diploma or equivalent work experience, in business, administration, or a related field from a recognized college with Canadian accreditation.
• Successful completion of the AMCTO Municipal Administration Program considered an asset.
• Additional education initiatives to update and expand competencies.

• Minimum of four (4) years of responsible related experience.
• Experience within an engineering, technical, and/or operational background considered an asset.
• Minimum of one (1) year of supervisory experience a definite asset.

Or

• Secondary School (Grade XII) Education.
• Successful completion of the AMCT Municipal Administration Program considered an asset.
• Administrative Assistant Diploma from a Community College considered an asset.

• Minimum of six (6) years of responsible related experience.
• Experience within an engineering, technical, and/or operational background considered an asset.
• Minimum of one (1) year of supervisory experience a definite asset.

• Computer software and administrative systems in a Windows environment (e.g., file maintenance, word processing, spreadsheet applications, presentation software, information input and retrieval, etc.).
• Current and emerging management issues within CGS.

• Demonstrate organizational ability, time management, strategic thinking skills, adaptability, and judgement.
• Demonstrate a high level of competency in typing.
• Demonstrate the ability to work independently and under pressure.
• Able to handle confidential information with discretion.
• Demonstrate interpersonal skills and the ability to build relationships with the public, staff, political representatives, business/community leaders, outside groups and agencies.
• Communicate effectively orally and in writing.

• Mental and physical fitness to perform essential job functions.

• Excellent use of English; verbally and in writing.
• French verbal skills highly desirable; written skills an asset.

• May require the use of a personal or CGS vehicle on CGS business. Must be physically capable of operating a vehicle safely, possess a valid driver's license, have an acceptable driving record, and personal insurance coverage.

Leadership Competencies:

Tactical Coordination and Direction (I)

For more information on leadership competencies, please see our Leadership Competency Dictionary.

Competency

Competency Definition

Level

Level Definition

Shaping the Future

Innovation

Take a creative approach to problems or issues, “think outside the box”, go beyond the conventional, and explore creative uses of resources.

3

Proposes innovative ideas

Judgment and Decision Making

Make sound decisions involving varied levels of complexity, ambiguity and risk.

2

Assimilates and interprets data to make competing decisions

Delivering Business Results

Collaboration

Work and communicate collaboratively within City of Greater Sudbury to create alignment within and across teams and groups.

3

Collaborates beyond one's area

Customer/Citizen Focus

The desire to work closely with internal and external customers to meet and exceed their expectations.

2

Addresses underlying customer/stakeholder needs

Planning, Coordination & Execution

Plan and coordinate work to achieve desired results on a consistent basis.

3

Coordinates activities involving others within one's team

Aligning People & Teams

Holding Self & Others Accountable

Hold others accountable to execute to high standards of excellence and hold themselves accountable to the same or higher standard.

3

Monitors performance and gives corrective feedback

Leadership

Inspire others to work toward common goals by engaging and empowering them, and providing clarity and direction.

2

Optimizes team effectiveness

Enhancing Personal Effectiveness

Commitment to Continuous Learning

Continuously develop and enhance one's own and others' personal and professional skills, knowledge and abilities.

4

Models a learning orientation

Flexibility/Adaptability

Adapt and work effectively within a variety of situations, and with various individuals or groups.

2

Applies rules flexibly

Interpersonal Communication

Communicate effectively by reflecting on verbal and non-verbal behaviour, being attuned to the needs, perspectives and sensitivities of others and acting with them in mind.

3

Effectively uses empathy

Managerial Courage/Integrity

Acting with integrity, ensuring one's actions are consistent with City of Greater Sudbury's values and expectations.

2

Is publicly candid with the team, acting with integrity consistent with one's beliefs

Leadership Presence

Develop and maintain a sense of presence and emotional maturity and have an inner confidence that one can succeed and overcome obstacles.

3

Demonstrates personal courage

How To Apply

If you are viewing this job posting through a website other than the City of Greater Sudbury's, please visit to apply online.

We must receive your resume before 11:59 p.m. on Friday, July 19, 2024 . For those providing a French language resume, please also include an English version.

• Follow the step by step application process.
• Ensure you attached a cover letter and resume. Acceptable file types are:
  • .doc
  • .docx
  • .txt
  • .pdf
  • .rtf
• Upon submission of your application, you will get a confirmation on the screen that your application has been successfully submitted. You will also receive an e-mail confirmation to the e-mail address on your profile.

All applicants are thanked for their interest in this position. Only those selected for an interview will be contacted. If contacted, and you require a disability related accommodation in order to participate in the recruitment process you must advise the Hiring Manager.

Live outside Canada or new to Canada? The City of Greater Sudbury is dedicated to maintaining a fair, inclusive, and equitable work environment and our City welcomes qualified applicants from anywhere. To learn more about working in Canada, visit this webpage: Applicants Living Outside of Canada (greatersudbury.ca)

Contact Us: For technical difficulties, issues, questions or accommodations with an application made online email View email address on ca.edajobs.com