Administrative Assistant, Communications and Constituency Support (Contract for approx. 4 years)
People, Place, Prosperity
Working within our Strategic Plan, Cambridge Connected, and committing to our values of Integrity, Respect, Inclusiveness and Service, the successful candidate will work together to help the City of Cambridge achieve our vision: A place for people to prosper – alive with opportunity.
The Administrative Assistant of the division is accountable to and directly reports to the Director, Mayor and Council Operations and Initiatives. Working as the first contact for written and verbal inquiries from all internal and external contacts, the main function of this position is to provide positive and professional administrative support to ensure good customer service for internal and external customers. As the Administrative Assistant for the division the role provides strategic support to the Office of Mayor and Council to assist in creating a supportive and efficient team environment. This role has access to confidential corporate and Human Resources matters.
What you will be doing
- Support the Office of Mayor and Council’s business schedule and anticipate needs, take initiative to obtain details and work independently.
- Assist with Divisional records; public relations and constituent correspondence; web editor; social media support; maintain regular open communication with the Director in their department.
- Recognize politically sensitive and/or confidential issues and bring matters to the attention of the Director of Operations and Initiatives, and to determine best course of action.
- Represent the division on committees as directed, assist with divisional business planning; ensure documents comply with city standards and meet deadlines. Liaise and exchange information with other departments and external parties.
- Identify continuous improvement opportunities in the division and promote corporate values. Conduct research and analysis of subjects to identify and support improvement opportunities. Coordinate events related to training and information sessions for the division. Collaborate with management and supervisory staff in the division to identify specialized training requirements.
- Act as support on special projects as identified, tracking project schedules, task deadlines, milestones, project reports, coordinate project meetings with project stakeholders and liaise with consultants and service providers as directed by project manager. Business analytics and reporting as required.
- Provides constituency outreach. Monitors current issues that may have impact on the constituency.
- Undertakes research and analysis for the Councillor with respect to policy matters and divisional services/programs as they relate to constituency/public inquiries and concerns when directed by Office Manager.
- Provides liaison between the Councillor, the Mayor, and other Members of Council and his/her staff, as well as City staff with respect to corporate initiatives, services, programs and issues affecting the Councillor and their constituents.
- Prepares and coordinates general presentation material and/or speeches for the Councillor when necessary.
- Maintains awareness of ward, community and city-wide municipal matters, and other matters affecting the municipality, the Councillor and their constituents.
- Maintains confidentiality with respect to issues involving the City and the Councillor and adheres to the City’s Conflict of Interest Policy.
- Undertakes special assignments as requested by the Director of Operations and Initiatives.
College Diploma in Communications, Political Science, Business, Project Management Coordinator, Executive Assistant Program, Administrative Assistant Program, Office Administration Executive Program.
Experience and Knowledge
A minimum of 1 year progressively responsible and diversified administrative experience, including project coordination/management skills, advanced MS Office skills, with a good understanding of financial principles. Public sector experience would be beneficial.
We will ask you for these items if you are hired
The annual salary range for this non-union position is $59,962 to $73,125 (Band Level 2).
Hours of work
Monday to Friday, 8:30 a.m. to 4:30 p.m. (35 hours per week)
Advertisement expiration date
This posting closes on March 31, 2023.
Accommodation needs and protection of privacy
The City of Cambridge recognizes and appreciates diversity and inclusion enhances our public value commitment.
We strive to create an accessible and inclusive experience and encourage all qualified people to apply, including and especially people from equity-deserving groups. Qualified applicants will receive consideration for employment with honour and respect toward their individual dimensions of diversity.
We strive to remove barriers that may prevent qualified applicants from fully participating in the recruitment and selection process. Accommodation in accordance with the Ontario Human Rights Code and other applicable legislation is available throughout all stages of the recruitment and selection process. Contact HRServices@Cambridge.ca to make your needs known in advance.
For more information on our Employment Equity, please read our full policy.
Personal information collected in relation to the recruitment process is collected under the authority outlined in the Municipal Freedom of Information and Protection of Privacy Act and used solely to determine eligibility for employment with the City of Cambridge only.