Permanent Full Time (Non-Union)
Open to all current Town of Oakville employees and external applicants
Reporting to the Town Solicitor, this position is responsible for providing professional administrative, executive, and confidential support to the Town Solicitor and Legal Department, working in a team environment in unison with other Departments within the Commission/Corporation and outside agencies.
What can I expect to do in this role?
As the Administrative Assistant you will:
- Provide and manage day-to day administrative support for the Town Solicitor and staff in the Legal Department, including scheduling, transcribing correspondence, reports, and presentations, preparing legal documents, and maintaining a high level of accuracy and confidentiality.
- Monitor incoming emails and phone messages for the Town Solicitor and staff in the Legal Department to ensure that issues of priority are dealt with in a timely manner. Forward public enquiry emails for appropriate response. Review, sort, and distribute incoming and outgoing mail.
- Schedule and coordinate meetings, conferences, and hearings, including logistics for meeting location and set-up, confirming availability of outside parties and meeting materials, arranging catering, resolving calendar conflicts, and providing immediate meeting/event support.
- Set up templates and provide assistance and information regarding word processing to Legal staff and others in the Corporation. Assist with research and provide guidance for external and internal queries.
- Assist with preparation of document books, staff reports, and Tribunal and Court filings.
- Maintain filing system and keep legal library up to date.
- Administer all purchasing systems for the Department, process invoices, OU’s, and PCOS (VISA charges) against appropriate sub-ledger accounts, and maintain an inventory/ordering of office supplies.
- Coordinate customer service responses with other Departments where required.
- Represent the Department as a member of the Corporate CREST organization.
- Represent the Town, Town Solicitor, and the Legal Department in a professional and courteous manner in all dealings with the public and other clients, groups, agencies, and individuals.
- Perform other duties as assigned.
How do I qualify?
You have a Community College diploma specializing in Office Administration. Your formal education is augmented by 5 or more years of progressively responsible positions that have resulted in outstanding administrative office skills, preferably in a legal environment to understand legal processes and documents, familiarity with legal terms, complemented by a highly developed understanding of municipal government and service delivery. An equivalent combination of education and experience may also be considered. Experience in a law office would be considered an asset. AMCTO designation would be an asset. Also required are effective interpersonal skills to enable you to represent the Department in a professional, credible, and courteous manner in dealing with a wide variety of individuals (Members of Council, Senior Management, other government officials, Town residents, and the general public).
In addition, your experience includes:
- Meeting the expectations and requirements of internal and external customers;
- Exercising sound judgment and obtaining all relevant facts before making decisions;
- Translating directions into concrete work activities;
- Bringing improvements through innovative solutions, approaches, products, or services;
- Working collaboratively and relating effectively to others;
- Embracing change: open to different or new solutions or approaches, and maintaining a positive and constructive attitude in the face of change, setbacks, or stressful situations;
- Demonstrating values and ethics in personal behaviour in keeping with corporate values; is widely trusted; keeping confidences, admitting mistakes, and representing self truthfully;
- Dealing proactively with interpersonal or personal matters that could affect own performance;
- Demonstrating an understanding of team member roles and responsibilities and balancing own needs with those of the team or organization;
- Using government assets and resources appropriately and responsibly by understanding and applying related government policies;
- Planning and adjusting work based on a thorough understanding of requirements and prioritizing and seeking clarification and direction, as appropriate;
- Making well thought-out recommendations to management;
- Managing own work activities in light of changing priorities;
- Developing effective networks by seeking out opportunities for collaboration and strategic alliances;
- Minute taking skills;
- Proofreading, editing, and writing skills to support management in correspondence, report writing, and preparing presentation materials.
Core Knowledge Required for Success:
You are an experienced professional with a comprehensive knowledge of:
- Current and future policies, practices, trends, technology, and information
- Acts, regulations, and directives as they apply
- Microsoft Office products, automated financial systems for budget preparation and accounts payable/receivable (CIS), AMANDA, and GIS.
Strategic Thinking – thinking things through
Engagement – working effectively with people organizations and partners
Management excellence – delivering results through own work, relationships and responsibilities
Accountability and Respect – serving with integrity and respect
Teamwork, accountability, dedication, honesty, innovation, and respect
- a progressive work environment that promotes a work/life balance and strives to be a great place for great people to do great things
- a defined benefit pension plan
- comprehensive health plan complemented with life and disability insurance
Applications for this position must be submitted at oakville.ca in the employment section no later than midnight on March 11, 2019.