Competition # 17/218
Internal / External Posting
Closing date: November 23, 2017
Engagement Assistant (Continuous)
Provide administrative functions and assistance for the Head of Engagement and the Engagement Department, its communications and engagement projects and programs.
Coordinate the Head of Engagement’s schedule to prioritize functions and appointments; monitor daily calendar, organizes and schedules meetings to ensure the deadlines are met; may include coordinating travel. Screens and prioritizes telephone calls and e-mails; manages information requests. Attends meetings with Director as required. Assists with the preparation and distribution of reports, presentations, and correspondence from the Department Head’s office.
Provides support for engagement initiatives by coordinating the booking of venues and assisting with the organizing of events and the coordination of projects; coordinates and provides support for operational plan updates and quarterly reporting; assists with compiling and tracking department and program service metrics.
Coordinates the compilation of newsletters, blogs, and monthly media calendar content; tracks and updates production schedules for City communications and engagement materials, including such things as print publications, newsletters, posters, utility bill inserts, signage and advertising. Conducts research as needed.
Maintains media and stakeholder databases, distributes media releases. Updates sections of the city website; monitors and responds to emails and inquiries from the public and City staff; drafts memos and documents from briefing notes. Completes media monitoring daily for distribution to Council and staff. Maintains files and records management systems for the department.
Tracks and provides budget updates; performs payroll exception reporting for staff; coordinates staff travel arrangements; compiles staff meeting agendas and tracks action items; schedules meetings; orders office supplies.
Perform related duties where qualified.
Work is generated by requests for service or is assigned by supervisor or designated staff.
Work is reviewed upon completion.
Issues which deviate from established procedures are referred to supervisor.
Sit with arms unsupported while keyboarding. (often)
Meet multiple deadlines. (occasional)
Deal with complaints or negative comments. (rare)
Focus on a variety of source data and computer monitor for short periods. (often)
KEY SKILLS AND ABILITIES
Organize and prioritize work.
Strong time management skills, including the ability to meet tight and changing deadlines.
Understand and apply techniques of office administration and quality customer service.
Sound judgment and decision making skills
Type 60 wpm, working level operation of current City word processing, spreadsheet, database, and related specialty software including web content management project.
Operate a variety of office equipment.
Maintain accurate records.
Establish and maintain effective working relationships.
Communicate effectively verbally and in writing.
Deal effectively with the public and outside agencies.
Formal Education, Training and Occupational Certification:
High school graduation.
Accredited courses in communications, office administration or project coordination. (1 year)
3 years of related experience.
or an equivalent combination of education and experience.
Experience with stakeholder management systems is an asset.
May be requested to substitute in a more senior position.
Work schedule: Monday to Friday, 35 hours per week
$31.22 per hour, Pay Grade 9 (under review)
This is a CUPE Local 50 Position
All applications must be submitted by 4:30 pm, on the closing date noted above.