OPL Division Administrative Assistant

JOB SUMMARY

Ottawa Public Library (OPL) provides accessible, innovative library and information services throughout the City of Ottawa, that meet the unique needs of diverse communities, delivered through a range of vehicles and reflecting a citizen-centred approach.

You are responsible for providing a wide variety of complex and confidential administrative tasks in support of one of the Divisions at the Ottawa Public Library, and providing other administrative services as appropriate.

You conduct research and compile documentation and data in support of Division projects or departmental inquiries, generate and make revisions to reports; create and update databases and project files; and coordinate the administrative aspects of the Division’s policy and procedures.

You also serve as a point of contact for departments, providing an initial response to standard inquiries, and directing non-standard inquiries as appropriate, and ensure the Division Manager is prepared with any information, materials, research, etc. required in order to represent the Division at meetings within OPL or with external contacts.

EDUCATION AND EXPERIENCE

Completion of 1 year community college certificate in Office Administration or related field

Minimum of 3 years of clerical/administrative experience

KNOWLEDGE

• Relevant dispositions of regulations and legislation pertaining to the Ottawa Public Library
• OPL mission, values, goals, objectives, policies, and procedures
• The OPL’s departments and internal operational and administrative procedures and relevant contacts
• General knowledge of the Ottawa Public Library’s financial systems and administrative policies, practices, functions, systems and procedures would be an asset
• Principles and practices of office management
• Record keeping, filing and general office procedures
• Database and records management practices
• Information verification and basic statistical analysis techniques
• Microcomputer applications, including Microsoft Word, Excel, PowerPoint, SAP, Markview, and other Corporate standard software as required
• Knowledge of applicable health and safety legislation, including the rights and duties of workers.

COMPETENCIES, SKILLS AND ABILITIES

• Work independently and as a flexible and co-operative member of a team
• Apply collective agreements provisions as they relate to employee transactions
• Excellent organization and time management skills and techniques: ability to work under pressure to meet tight time schedules and deadlines, prioritising work and handling significant problems and tasks which come up simultaneously or unexpectedly
• Strict attention to detail and accuracy in the maintenance of records: ability to balance spreadsheets and produce statistical reports
• Conduct background research to investigate and solve problems in support of management and staff information needs, as well as project implementation
• Client service oriented: ability to use effective and tactful oral and written communication skills with clients at all levels of the organization
• Compile, organize, and summarize data and information accurately and efficiently, applying policies and procedures
• High level of competence in dealing with sensitive issues
• Exercise independent initiative and judgment and establish priorities for own workload
• Interpret and explain rules, regulations, and policies
• Discretion and confidentiality
• Make decisions on both routine and non-routine problems
• Integrity, tact and good judgment