Executive Administrative Assistant - City of Ottawa, Ottawa

Position Summary

The City of Ottawa is seeking an Executive Administrative Assistant to provide a wide range of confidential administrative support services to a Director General of a directorate general. This is a crucial role within the Social and Community Services Directorate General.

The incumbent acts as the primary point of contact between client directorates general, senior managers, key external contacts, and City Council members. This involves providing initial responses to routine inquiries and redirecting more complex requests as appropriate, ensuring efficient communication across the City of Ottawa.

What You'll Do

As an Executive Administrative Assistant with the City of Ottawa, you will play a vital role in supporting the directorate's operations. Your responsibilities will include conducting research, gathering information, and coordinating administrative processes to ensure smooth functioning and effective project support.

• Conduct research and collect information and data to support directorate projects or respond to inquiries from other directorates general.
• Prepare and revise reports.
• Establish and maintain project databases and files.
• Coordinate various administrative processes.

Please note: This is a generic job description outlining typical duties. In some positions, the incumbent may not be required to perform every responsibility listed, or may be assigned other related tasks pertinent to the role.

Who We're Looking For

The City of Ottawa is seeking a highly organized and skilled individual to join our team. We value candidates who demonstrate strong administrative capabilities and a commitment to public service, contributing to the success of our Social and Community Services.

Education and Experience:

• Two-year community college diploma in Business Administration, Office Management, or a related field.
• At least four (4) years of experience as a clerk or administrative assistant.

Knowledge:

• Provisions of regulations and laws affecting the directorate.
• Goals, objectives, policies, and procedures of the directorate.
• Internal operational and administrative procedures and resources of various City of Ottawa departments.
• General knowledge of the provisions of the MFIPPA (Municipal Freedom of Information and Protection of Privacy Act).
• Principles and practices of office management.
• Record keeping and filing, as well as general administrative procedures.
• Practices used for database and file management.
• Information verification techniques and basic statistical analysis techniques.
• Proficiency in computer applications, including Microsoft Word, Excel, PowerPoint, Access, SAP, electronic document management systems, and other software normally used by the City.
• Applicable health and safety laws, including worker rights and obligations.
• General knowledge of the City of Ottawa's payroll and financial systems, as well as the directorate's policies, practices, functions, systems, and procedures, will be considered an asset.

Skills and Abilities:

• Demonstrate flexibility and the ability to act as a team member and work with minimal supervision.
• Possess excellent organizational and time management skills to work under pressure, meet tight deadlines, resolve serious problems, and perform tasks that sometimes arise unexpectedly or simultaneously.
• Exhibit great attention to detail and accuracy in record keeping: ability to create balanced spreadsheets and produce statistical reports.
• Conduct general research to investigate and resolve issues to support managers' and staff's information needs, as well as project implementation.
• Customer service oriented: communicate effectively and tactfully, both in writing and orally, with clients at all hierarchical levels of the organization.
• Collect, organize, and summarize data and information effectively, implementing policies and procedures.
• Demonstrate high efficiency in handling sensitive matters.
• Show initiative and be able to set own work priorities.
• Exercise judgment, tact, and great discretion.
• Interpret and explain rules, regulations, and policies.
• Demonstrate discretion and respect the confidential nature of information.
• Make decisions regarding routine and unusual problems.
• Integrity, tact, and judgment.

Candidates are encouraged to review the City of Ottawa's Essential Behaviours and Leadership Competencies, which define the expectations for staff and leaders, guiding all current and future activities.

Perks and Benefits

Working with the City of Ottawa offers a supportive environment with a commitment to employee development and well-being. Here are some key aspects of what you need to know about this opportunity:

• This is a designated bilingual position, requiring proficiency in both French and English. Training will be provided for successful candidates who do not meet the language requirements at the time of hiring.
• Initial remuneration may be 95% of the starting rate, in accordance with the collective agreement.
• The City of Ottawa promotes diversity and inclusion, encouraging applications from Indigenous peoples, Black and other racialized communities, persons with disabilities, women, and non-binary individuals, as well as people of all ethnic origins, religions, sexual orientations, classes, gender identities, and expressions.
• Accommodations for applicants with disabilities are available upon request throughout the hiring process.
• Relevant experience and recognized training, with a satisfactory service record and demonstrated abilities, may allow candidates to be exempt from the stated educational requirements.