Equity Office Administrative Assistant

Job Responsibility:

Reporting to the Equity, Diversity & Inclusion (EDI) Coordinator, the Equity Office Administrative Assistant is responsible for provision of clerical and administrative support services to the Equity Office (EO) staff in support of EDI projects and programs across the City.

As the Equity Office Administrative Assistant you will:

• Provides administrative support to EDI programs and EO staff.
• Receives requests from EO staff for administrative support, research, document creation and records management.
• Enters self-declaration information in PeopleSoft and responds to any requests as directed by EO staff in accordance with Freedom of Information & Protection of Privacy Act (FIPPA) and Personal Health Information Act (PHIA).
• Provides administrative support for City-Wide Programs involving equity, diversity and inclusion.
• Responsible for the city-wide EO email inbox. Corresponds with contacts, provides information, follows up as needed, creates action items, ensures all inquiries and requests are completed.
• Attends city-wide department and EO events, as requested. Assist with set up, tear down, ordering, and organizing the physical space to support events and activities.
• Provides program support for the Equity Office.
• As directed by EO staff, contacts other cities, local organizations and sources to gather information on current trends and best practice related to EDI activities to support EO programs. Compiles information so that EO staff can review complete documents for content and approval.
• Supports the EO staff by creating documents, graphs, spreadsheets, templates and/or gathers information resources on program outcomes corporately and within each department.
• Creates and maintains reports and records management for the EO.
• Creates process and administrative tools where they may not exist for the EO staff.
• Monitors, suggests improvements, and maintains process to be used for EO records administration; including granting accesses, tracking retention schedules, files management and archiving.

Your education and qualifications include:

• Postsecondary education in Office or Business Administration or the equivalent combination of education, training and experience.

• Human Resource Management Certificate or Diploma is an asset.

• 2 years of directly related experience working in a professional office setting performing administrative/ clerical duties for program managers and / or specialty EDI programs is required.

• Knowledge of community agencies, EDI industry professionals, and organizational resources for EDI programs is required.

• Experience providing scheduling support and assisting program manager(s) in a high-volume work environment where work can be interrupted, and priorities often change is required.

• Experience creating, maintaining and using electronic tracking systems in a fast-paced, dynamic work environment where quick access may be needed is required.

• A commitment to maintain confidentiality and protect private and personal information is required.

• Experience creating, reviewing and editing documents, tools, templates etc. to support the program is required.

• Strong work experience using MS Office 365 products including (Word, Excel, Outlook and SharePoint) is required.

• Experience working in a large, publicly funded, unionized organization is preferred.

• Experience working with PeopleSoft or another related Human Resource Information System is preferred.

• Strong organizational skills with the ability to shift priorities multiple times throughout the day is required.

• Excellent interpersonal skills with the ability to establish and maintain positive working relationships with all levels of internal clients and external customers is required.

• Excellent customer service skills with the ability to provide effective service and respond to various requests and inquiries professionally and courteously in a fast-paced environment.

• Strong analytical and problem-solving skills with the ability to research resources, identify solutions, and interpret / present information and data.

• Ability to understand city policies, administrative standards and applicable collective agreements to meet EO needs.

• The ability to work independently, demonstrate initiative and ensure work priorities and deadlines are met with limited supervision is required.

• The ability to successfully work together within a multi-departmental team environment and collaborate as needed is essential.

• The ability to exercise discretion and good judgement when hearing the difficult or personal life experiences of others is needed.

• Strong verbal communication skills with the ability to effectively communicate information to various people.

• Strong written communication skills with the ability to effectively prepare written correspondence and communicating material at a level appropriate to the audience.

• The ability to flex work schedule to meet the needs of the department activities is required. This can include occasional weekends or evenings to attend community based EO activities.

• IMPORTANT : Applicants who have been educated outside of Canada must have education which is comparable to the minimum qualification in Canada. Applicants submitting foreign credentials require an official academic assessment report issued by a recognized Canadian assessment service at application.

Conditions of employment:

• The successful applicant must maintain legal eligibility to work in Canada. If the successful applicant possesses a work permit, it is their responsibility to ensure the permit remains valid.
• A Police Information Check will be required from the successful candidate, at his/her expense prior to the effective start date in the position.