Senior Administrative Assistant

JOB SUMMARY

The Community and Social Services department is responsible for creating a strong social infrastructure by providing support to families and individuals in need in order to promote their self reliance and quality of life, in collaboration with community partners. This includes providing community funding, financial assistance, housing, childcare, employment supports, and long-term care.
Ottawa’s Community Safety and Well-Being (CSWB) Plan strives to build a sustainable community where everyone is safe, has a sense of belonging, opportunities to participate, and where individuals and families are able to meet their needs for education, health care, food, housing, income, and social and cultural expression. The Community Safety, Well-Being, Policy and Analytics services’s mission is to align partners to common outcomes by building relationships and shared measurements to achieve CSWB objectives as identified by the community. 
In this role you are responsible for providing a wide variety of confidential administrative support services in support of the Director.
You serve as a point of contact for client departments and community partners, providing an initial response to standard inquiries anddirecting non-standard inquiries as appropriate. Duties and responsibilities also include conducting research and compiling documentation and data in support of branch projects or departmental inquiries, generating and making revisions to reports, creating and updating databases and project files, and coordinating the administrative processes.

EDUCATION AND EXPERIENCE

Completion of 2 years of community college in Business/Office Administration

Minimum of 3 years of related clerical/administrative experience

KNOWLEDGE

• Relevant dispositions of regulations and legislation pertaining to the branch
• Branch goals, objectives, policies and procedures
• The City of Ottawa’s departments and internal operational and administrative procedures and relevant contacts
• General knowledge of MFIPPA regulations
• Council reporting procedures
• 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
• Computer applications, including Microsoft Word, Excel, PowerPoint, Access, SAP, Electronic Records Management System and other corporate standard software as required General knowledge of City of Ottawa payroll and financial systems and branch policies, practices, functions, systems and procedures is an asset

COMPETENCIES, SKILLS AND ABILITIES

• Work independently and as a flexible and co-operative member of a team
• Excellent organization and time management skills and techniques: ability to work under pressure to meet tight time schedules and deadlines, prioritizing 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, organizes 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 establish priorities for own workload
• Exercise sound judgment, discretion and a high degree of confidentiality
• Interpret and explain rules, regulations and policies
• Discretion and confidentiality
• Make decisions on both routine and non-routine problems
• Integrity, tact and good judgment