Admin Assistant - City of Saskatoon, Saskatoon

AI Summary

This Administrative Assistant role with the City of Saskatoon provides professional, confidential, and executive secretarial support to the Engineering Services section and the Water Treatment Plant management team within the Saskatoon Water division.

Key duties include coordinating administrative aspects, scheduling meetings, and preparing confidential reports and correspondence for section managers.

Top requirements for this position include graduation from a recognized business college, two years of related senior secretarial experience, and a typing speed of 55 words per minute, alongside the ability to handle sensitive information confidentially.

About the Administrative Assistant Role in Saskatoon

The City of Saskatoon is seeking a dedicated Administrative Assistant to join the Saskatoon Water division. This vital administrative position offers an opportunity to provide comprehensive executive secretarial support to the Engineering Services section and the Water Treatment Plant management team. The successful candidate will be instrumental in ensuring the smooth operation of daily administrative tasks, coordinating all aspects of the section's workflow, and managing sensitive information with the utmost discretion. This role is crucial for supporting managers in their daily functions, contributing to the efficient delivery of essential water services to the community of Saskatoon.

Responsibilities extend to scheduling appointments and meetings, processing mail, and meticulously formatting and editing public and in-camera reports to comply with corporate standards. The ability to prepare and circulate a variety of correspondence, often of a confidential nature, on behalf of the section managers is paramount. This administrative role requires a proactive individual who can anticipate needs and manage multiple priorities effectively within a dynamic municipal environment, directly supporting the management team in Saskatoon.

Key Contributions and Workplace Environment

As an Administrative Assistant, you will play a significant role in the operational efficiency of the Saskatoon Water division. Your contributions will include taking, preparing, and distributing minutes for various section meetings and committee meetings as directed by the section managers. You will also be responsible for arranging registration for conferences, workshops, and training sessions for section staff, as well as coordinating travel plans and itineraries, ensuring all administrative details are meticulously handled. The ability to maintain confidentiality in all aspects of this role is critical, especially when dealing with sensitive management information.

Furthermore, this position involves preparing, distributing, and monitoring the completion of annual performance assessments for management staff within the sections, and assisting with leave report monitoring. You will oversee the processing of internal and external correspondence, ensuring adherence to corporate standards. Receiving, screening, and expediting telephone, written, and in-person inquiries will also be a core part of your day, requiring excellent communication and problem-solving skills to determine appropriate action. Planning and coordinating special events for the section also falls under the purview of this impactful administrative role within the City of Saskatoon.

Skills and Experience for this Administrative Position

To excel in this administrative assistant position, candidates must possess a graduation from a recognized business college and demonstrate a typing speed of 55 words per minute. A minimum of two years of related senior secretarial experience is essential, providing a solid foundation for the complex tasks involved. The ability to deal with sensitive and confidential information in a professional and discreet manner is a non-negotiable requirement for supporting the management team.

Successful applicants will also exhibit strong capabilities in compiling and coordinating information to compose clear and concise correspondence and reports. The capacity to establish and maintain effective working relationships with colleagues and managers, coupled with the ability to work with minimal supervision, is highly valued. Proficiency in using a computer with Microsoft Office software is expected, ensuring you can efficiently manage the administrative demands of the Saskatoon Water division and its various sections.