The City of Guelph is a vibrant community with over 120,000 people located in the heart of Southern Ontario, just one hours driving distance from Toronto. Set in a picturesque natural setting, Guelph is known for its rich architectural heritage, growing economy and excellent quality of life – all good reasons to consider a career in this beautiful city.
Resumes are being accepted for the position of Administrative Coordinator within the City Clerk’s Office. Reporting to the General Manager, City Clerk’s Office/City Clerk, 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 whole departmental team. The successful candidate will have excellent organizational skills with a focus on quality customer service and continuous improvement processes. Guided by the goals and objectives of the City’s Strategic Plan and committed to the Corporate Values of integrity, service, inclusion, wellness and learning, the candidate will aid in the achievement of the Vision for an inclusive, connected and prosperous city.
Provides routine administrative support to the General Manager, City Clerk’s Office/City Clerk and the departmental team including the handling of sensitive and highly confidential matters.
Receives communications to the City Clerk’s Office team including backup on telephone calls, incoming/outgoing mail, and e-mail messages, and provide assistance using independent judgment and/or in consultation with the General Manager and Managers to determine those requiring priority attention.
Provides support for corporate related departmental activities e.g. annual reporting, budget processes, employee engagement, and health and safety related work.
Recommends process or procedural changes affecting Department and administrative activities.
Schedules and attends meetings, including staff meetings and inter-departmental meetings (e.g. the Records and Information Management Steering Committee and the Customer Service and Digital Steering Committee), and supports by transcribing and distributing minutes and follow up on actions assigned to staff as required.
Ensures adequate support for business continuity with full administration and clerical support.
Ensures the proper filing and storage of documents, by-laws, agreements and files in electronic and/or hard copy format including in the corporate filing room/records rooms.
Provides clerical and administrative support to the City Clerk’s Office department (e.g. word processing, Excel, Power Point, data entry, distribution of information, and payroll record keeping, reconciliation of credit card statements, manages service requests and provide technical support for the agenda forecast application, preparation of purchase orders and payment of invoices.)
Provides periodic clerical and administrative support to the Information Technology (IT) department (e.g. calendaring/scheduling, payroll record keeping, reconciliation of credit card statements, preparation of purchase orders and payment of invoices.)
Researches, reviews, develops, implements and monitors best practices, policies, and procedures to optimize administration, including the areas of information management and organizational practice.
Collects, organizes and supports the analysis of data related to City Council meeting management.
Acts as Marriage Officiant under the Ontario Marriage Act including the managing of bookings and associated processes.
Acts as Commissioner of Oaths under the Commissionersfor Taking Affidavits Act.
Acts as backup for the Deputy Division Registrar under the Vital Statistics Act.
As Commissioner of Oaths, and Marriage Officiant, works independently and appropriately to answer any questions related to these responsibilities.
Supports the documentation required for Corporate Services Health and Safety processes including serving as Fire Warden for the City Clerk’s Office.
Supports with the preparation of the Municipal Election held every 4 years.
Makes necessary arrangements for the Departments engagement events and other sessions.
Completes special assignments and other duties as assigned.
Experience related to the duties listed above, normally acquired through the completion of a degree, diploma or related experience.
Diploma in Business Administration, Office Administration or closely related discipline and experience in performing customer service, research, basic financial analysis and administrative support to a senior manager in a private or public sector organization. Candidates with an equivalent combination of education and experience may be considered.
Experience motivating, training, and supporting staff in a service oriented, politically sensitive environment.
Excellent organizational and problem-solving skills with the ability to manage multiple tasks and priorities in a demanding environment.
A team player with excellent interpersonal skills.
Excellent communications skills (both oral and written) with the ability to communicate with all levels of staff, stakeholders and the general public.
Ability to support the department’s budget process and other City initiatives.
Ability to prepare of SOP’s, reports and presentations.
Advanced Microsoft Office skills (Word, Excel, PowerPoint and Outlook).
Flexible, adaptable with the ability to work efficiently, independently and with minimal supervision.
Must demonstrate respect for highly confidential and sensitive issues and information.
Experience with Kronos, Cherwell, J.D. Edwards and WAM would be an asset.
Municipal or public sector experience would be an asset.
How to apply
Qualified applicants are invited to apply using our online application system by Monday, January 25, 2021. 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. Proof of qualifications will be requested at the interview stage.
Please click on the “Apply for this job” button. Instructions will follow.
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The City of Guelph is an equal opportunity employer which values diversity in the workplace. We are therefore happy to accommodate any individual needs in keeping with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. If you require an accommodation in order to participate in the hiring process, please 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.