Administrative Unit Secretary

Job Responsibility:

Pointe-Claire is a city with a population of 34,000 located along Lac Saint-Louis and forming part of Greater Montreal. Recognized for its lifestyle, Pointe-Claire also has a distinctively rich architectural and historical heritage and provides services of outstanding quality to its population. Dedicated to the life of its citizens, the City's mission is to ensure that the quality of its social, cultural and economic environment is maintained for citizens today as well as future generations.

Description:

The Administrative Unit Secretary ensures that the activities related to the service are completed. The incumbent performs a variety of administrative, clerical and general support tasks for departmental staff, including: calendar management; telephone communications; customer service; and translation, drafting and transcribing correspondence and other documents in English and French.

Departmental mission:

Contribute to citizens' quality of life by enforcing Pointe-Claire by-laws and protecting Pointe-Claire territory with integrity and vigilance.

General responsibilities and goals:

The jobholder's main responsibilities are as follows:

• Receive and review incoming mail and forward it appropriately.
• Draft routine correspondence.
• Make sure outgoing correspondence is complete and error-free (typing, grammar, syntax and spelling)
• Receive, make and redirect telephone calls; welcome visitors; obtain and give out available information.
• Track documents and follow up on deadlines, reminding the persons concerned as necessary.
• Make material preparations for meetings and convene them.
• Attend meetings, take note of the proceedings and write reports or draft minutes.
• Collect and compile data from various sources.
• Perform various other secretarial and simple writing tasks; operate standard office equipment.
• Keep the calendar of her or his direct manager.
• Make travel arrangements for her or his direct manager (transportation, accommodations, cash advances, expenditure reporting, etc.).
• Perform any other related task.

Job requirements:

The applicant must hold a vocational diploma in an appropriate study program. Two (2) years of experience in a similar position are required for this job. Other requirements:

• Bilingualism and a good knowledge of English and French grammar
• Knowledge of Word, Outlook, Excel and Kronos
• Well-developed organizational skills
• Interpersonal and customer service skills
• Knowledgeable in drafting minutes, in typing and formatting documents, and in general office and secretarial work practices

Schedule:

35 hours per week For the period between Thanksgiving and the first Monday of May: Monday to Friday inclusively, 8:30 a.m. to 4:30 p.m., minus one hour for lunch. For the period between the first Monday of May and Thanksgiving: Monday to Thursday inclusively, 8:00 a.m. to 4:30 p.m., minus 45 minutes for lunch; Friday, 8:00 a.m. to noon.

Footnote:

• The City of Pointe-Claire is an equal opportunity employer and invites women, Aboriginal people, members of visible minorities, ethnic minorities and handicapped persons to submit their candidacies. We thank you in advance for your application; however, only candidates who are selected will be contacted.