Administrative Assistant Operations Temporary up to 6 months

When you join the City of Guelph you join a team of over 2000 employees who deliver services the community relies on every day. Together we are bringing to life Guelphs vision of an inclusive connected and prosperous city where we look after each other and our environment. As a single tier municipality we offer a variety of occupations and career specialities within our organization. Guided by the goals and objectives of the Future Guelph: Strategic Plan and committed to the Corporate Values of integrity service inclusion wellness and learning the candidate will aid in the achievement of the Community Vision for an inclusive connected prosperous city.

What we offer

We offer competitive wages and comprehensive benefits to meet the needs of our diverse employees. Many of our positions offer:

• Paid vacation days increasing with years of service
• Paid personal days;
• Defined benefit pension plan with OMERS including 100percent employer matching;
• Extended health and dental benefits including Health Care Spending Account;
• Employee and Family Assistance Program;
• Parental leave top up program;
• Learning and development opportunities including tuition assistance
• Employee recognition programs.

Resumes are being accepted for the position of Administrative Assistant within the Operations Department. Reporting to the General Manager this position will perform a variety of highly responsible confidential and complex administrative duties primarily in support of the General Manager but also in support of the Departments management team. The successful candidate will have excellent organizational skills with a focus on quality customer service and continuous improvement processes.

Key duties and responsibilities

• Provide routine administrative support to the General Manager of Public Works including the handling of sensitive and confidential matters
• Effectively manage the General Managers schedule and activities
• Receive and organize communications to the General Manager including telephone calls mail and email messages and provide assistance using independent judgment to determine those requiring priority attention
• Research compose and prepare correspondence reports and presentations as required
• Assist in the composition and preparation of media relations materials and presentations
• Coordinate meetings with community stakeholder groups occasionally engage in preliminary discussions with stakeholders to clarify issues to determine priority and the required level of General Manager involvement
• Independently and appropriately direct internal/public requests for departmental service
• Anticipate identify and manage emerging issues and challenges
• Recommend organizational or procedural changes affecting administrative activities
• Attend meetings transcribe and distribute minutes and follow up on actions assigned to staff
• Maintain professional effective and cooperative liaison with peers throughout the organization representatives of other municipalities the private sector and the general public
• Complete special projects and other duties as assigned
• Perform other related duties as assigned.

Qualifications and requirements

• Experience related to the duties listed above normally acquired through the completion of a diploma in Business Administration or closely related discipline and experience in providing administrative support to senior management. Candidates with an equivalent combination of education and experience may be considered.
• Excellent organizational and office administration skills with the ability to manage multiple tasks in a busy environment and meet stringent deadlines.
• A selfstarter with good critical thinking and problemsolving skills.
• Excellent oral and written communications skills along with experience in Accessibility for Ontarians with Disabilities (AODA) requirements and public report development.
• Excellent interpersonal and team skills and deliver exceptional customer service both internally and externally.
• A high level of professionalism and be flexible in adapting to change.
• Ability to respect and maintain a high level of confidentiality with sensitive issues.
• Advanced skills with Microsoft Office (Word Excel PowerPoint and Outlook).
• Ability to support departmental leadership in coordinating and monitoring departmental budgets.
• Experience providing administrative support in a public sector or municipal environment is an asset.
• Experience with JD Edwards and WAM would be an asset.
• Knowledge of the Occupational Health & Safety Act.

Hours of work
35 hours per week. The primary shifts will be Monday through Friday between 8:00 am to 4:00 pm; however some flexibility will be required to attend meetings and support various initiatives.

Pay/Salary
NonUnion Grade 2: $32.80 $41.00 per hour

How to apply
Qualified applicants are invited to apply using our online application system by Monday May 5 2025. Please note all applicants must complete the online questionnaire specific to this position at the time they submit their resume and cover letter in order to be considered.

The City of Guelph is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive workplace where employees feel welcome valued and engaged. Our employment policies strictly prohibit all forms of discrimination on any of the grounds in relevant laws. All employment practices are solely based on individual merit qualifications and organizations needs at the time. In keeping with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act we are committed to working with and providing reasonable accommodation for qualified individuals in our job application procedures. If you need an accommodation in order to participate in the hiring process you may contact us to make your needs known in advance.

Personal information collected through the recruitment process will be used solely to determine eligibility for employment. We thank all candidates in advance; however only those being considered for an interview will be contacted.