Full-Time Office Manager (1 Position)
Job Description
Summary:
Responsible for the planning, coordination and supervision of the administrative support functions of the Planning and Building Services (PBS) Department and overall functionality of the Department. Provide confidential administrative support to the Director of Planning and Building Services. Responsible for the management of the centralized records system for the Department.
Duties and Responsibilities:
• Co-ordinate and supervise the administrative function of the Department including timekeeping, invoicing, preparing vouchers, petty cash control and maintaining departmental files and correspondence.
• Responsible for the management of administrative staff including recruitment, training and evaluation.
• Responsible for payroll and timekeeping for all department CUPE 157, Exempt and contract positions.
• Provide confidential administrative support to the Director and Managers and assist with the preparation and administration of the departmental budget including preparation and delivery of annual budget communications and presentations including meeting logistics.
• Co-ordinate the Director’s schedule; conduct research and preparation to assist in the planning and follow-up from meetings involving the Director and/or Managers.
• Responsible for continuous review of the Department’s centralized records system in accordance with approved practice and retention schedules.
• Oversee the organization and distribution of the department’s information and records; maintain department information on corporate website.
• Lead departmental stakeholders in the review, development, execution, monitoring and reporting of administrative procedures and processes in compliance with related corporate policies, by-laws, and aligned to Corporate priorities.
• Liaise with City departments to support timely complaint resolution process and respond to and investigate public complaints to resolution where possible, provide necessary background documentation to the Director for resolution if required.
• Identify opportunities for improvements to departmental processes and procedures
• Develop and prepare correspondence including corporate reports, presentations and confidential documents
• Provide customer service to the public and other City departments.
• Provide other related duties as directed by the Director of Planning and Building Services.
Position Requirements:
• Completion of a three-year College Diploma in office administration or a related discipline.
• Three (3) years’ experience in office management and/or municipal administration.
• Knowledge of the Building Code Act and Planning Act, as it relates to inquiries, circulation, and appeals.
• Exemplary communication skills with the ability to work well with other department staff and the public in a professional, confidential and courteous manner using tact and diplomacy.
• Strong spelling, grammar and editing skills.
• Demonstrated excellent organizational and time-management skills, with ability to prioritize tasks and attention to detail.
• Proven problem-solving and decision-making skills, ability to anticipate potential issues and mitigate problems.
• Demonstrated excellent leadership skills to be able to lead and support a team.
• Ability to liaise with other Municipalities, Regions, Department, Contractors, Agencies, Boards and Commissions.
• High ability to maintain confidentiality.
• Ability to navigate stressful situations and resolve customer’s concerns while maintaining departmental priorities.
• Proficiency in Office Suite, including Word, Excel and PowerPoint, Citrix (AP/Work Manager) FMW Web, Vailtech (GL and TX Systems), TALEO, MSDS, PSR, Business World (Timekeeping System), iCompass, iCreate, and Adobe Pro.
• Ability to function with minimal supervision.
• Demonstrated commitment to a safety culture.
Exempt -Pay Group 5 – Minimum $57,938 annually; Maximum $72,423 annually
Expected Work Location: City Hall
Hours of Work: Currently Monday to Friday 8:30AM – 4:30PM
How to Apply
Applications will be accepted online at www.stcatharines.ca/jobs. Please reference the recruitment number 2020-127 in your cover letter. Applications received any other way will not be accepted. The City of St. Catharines is an equal opportunity employer committed to inclusive, barrier-free recruitment and selection processes and work environments. We will accommodate the needs of applicants under the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the recruitment and selection process. Please advise the Human Resources Division to ensure your accessibility needs are accommodated throughout this process.1218 total views, 1 today
