This job offer is closed.

Administrative Assistant to the Director of

Public Works

The Opportunity:

The Town of Grimsby is committed to building a future that welcomes innovative new ideas while

protecting and preserving its distinct heritage. It is a place where leaders are committed to

sustainability and honouring Grimsby's treasured natural setting. Grimsby has become a sought-

after community where residents enjoy waterfront living, historic neighbourhoods, active living,

and world class natural amenities. It is conveniently located in the Greater Toronto and Hamilton

Area (GTHA) in a region that is home to Niagara wineries, agriculture, cuisine, and internationally

recognized attractions.

The Portfolio:

Reporting to the Director of Public Works, the Administrative Assistant provides senior-level

administrative support, acting on behalf of the Director as the primary point of contact for the

Director's office. This position will interact with the CAO and other Corporate Leadership Team

members, members of Council, the public and all various other levels of Town staff.

The incumbent will be a significant contributor to supporting corporate-wide and departmental

customer service excellence. Superior organizational skills with a focus on continuous

improvement to enable a high-performance culture will be essential in this role. The Administrative

Assistant will manage a high volume of sensitive documents, communications, and related

administrative processes, ensuring they are handled in a professional, consistent and timely

manner.

The Candidate:

As a candidate for this position, you have achieved a post-secondary degree or diploma in Office

Administration, Public Administration, Communication/Public Relations or a related discipline.

You have five (5) years of experience providing administrative support to senior management,

considerable experience in preparing and drafting standard and executive level correspondence

and reports, managing projects and coordinating departmental assignments. You have acquired

an AMCTO Accredited Municipal Professional (AMP) designation and have considerable

knowledge of municipal operations including Council and committee proceedings and information

requests. You possess excellent planning, organizational and time management skills with the

ability to set priorities, meet deadlines and manage conflicting priorities.

Town of Grimsby Job Posting Page 1 of 6

Administrative Assistant to the Director of Public Works Posted: June 6, 2022

Working for the Town of Grimsby:

The Town of Grimsby offers candidates for this position a competitive employment package that

includes an annual salary range between $59,367 and $72,229 and a comprehensive benefits

plan.

The Town of Grimsby is a progressive employer committed to supporting employees' work-life

balance while also fulfilling business goals and providing a high performance work environment.

The Town also supports the health and wellness of our employees; a commitment that is

demonstrated through free access to Town recreation facilities for employees and flexible working

arrangements during the COVID-19 pandemic and beyond.

How to Apply:

If you are excited by this opportunity, we are excited to hear from you! We invite you to submit

your application via Isarta by June 20, 2022 at 4:30 PM. Please quote the posting

number in the subject line.

A full job description can be found below or visit www.grimsby.ca under ?Career Opportunities?.

Posting #: 49-2022

We thank all applicants for their interest, however only those selected for an interview will be contacted.

The Town of Grimsby is an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection

processes, and work environment. We will accommodate the needs of applicants under the Human Rights Code and

Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the recruitment process. Please contact

the Office of Human Resources, via Isarta if you need assistance.

Personal information collected will be used in accordance with the Municipal Freedom of Information and Protection of

Privacy Act for the purpose of candidate selection.

Town of Grimsby Job Posting Page 2 of 6

Administrative Assistant to the Director of Public Works Posted: June 6, 2022

JOB POSTING

Administrative Assistant to the

Director of Public Works

Public Works Department

Duties and Responsibilities:

1. Administrative Support for the Director (40%)

2.1 Provides senior-level administrative support, advice and guidance for the Director's

office.

2.2 Acts as liaison on behalf of the Director ensuring competent and proficient first

point of contact for the office.

2.3 Manages the Director's calendar, including scheduling appointments with internal

and external stakeholders, coordinating registrations for conferences, travel

arrangements and accommodations

2.4 Reviews and directs incoming correspondence, phone calls and initiates

responses.

2.5 Responds and helps resolve issues of upset and concerned residents on

department related-service matters.

2.6 Organizes the daily schedule around urgent requests from the Mayor's office,

Councillors, CAO and departmental staff.

2.7 Schedules and attends department status meetings with the department's

leadership team, including preparing, managing and circulating applicable

supporting documents (e.g. agendas, meeting minutes/notes, backup documents,

etc.).

2.8 Maintains records and files specific to the Director, some of which are highly

confidential, including employee relations matters, legal and in-camera reports.

2.9 Responses to routine correspondence and composes draft responses to sensitive,

confidential or technical matters.

2.10 Works closely with the Director to keep them well informed of upcoming

commitments and obligations, and follows up appropriately.

2.11 Monitors all key reports required for committees and council and ensures deadlines

are met.

2.12 Reviews council and committee agendas and reports flagging items that will impact

the department.

2.13 Compiles background information on agenda items to ensure information is readily

available for the Director.

2.14 Prepare, format, proofread, edit or revise correspondence, reports (including all

Council and Committee reports), spreadsheets, presentations, including

application of accessibility standards (AODA) where applicable.

2.15 Liaises with department's leadership team and other departmental staff to help

manage and track issues and tasks assigned by the Director.

2.16 Manages issues and communications for the Director's office (e.g. media inquiries,

complaints, issues raised by stakeholders, etc.).

Town of Grimsby Job Posting Page 3 of 6

Administrative Assistant to the Director of Public Works Posted: June 6, 2022

2.17 Coordinates activities in response to emerging and contentious issues on behalf of

the Director including liaison with Members of Council, departmental directors, staff

and the public.

2.18 Prepares specialized and/or confidential work, projects, files and reports, including

speaking notes, reports and presentations at Council or other related functions.

2.19 Supports the Director with department specific projects such as preparing public

facing project summary reports, organizing/coordinating employee workshops, etc.

2. Administrative and Strategic Support for the Department (40%)

2.1 Provides senior level administrative support, advice and guidance in key initiatives

and projects.

2.2 Coordinates the development and implementation of administrative standard

operating practices and procedures for the department.

2.3 Participates in the development of communication strategies, prepares, and

coordinates communications material within the department

2.4 Coordinates daily administration operation by organizing workload priorities

2.5 Direct and train staff on departmental processes and procedures.

2.6 Supports departmental leadership with the on boarding and off boarding of

employees with Human Resources, Payroll and IT (orientation, announcements,

training, workspace allocation, etc.)

2.7 Supports the Director and management team in preparing, revising and updating

work plans, performance measure and KPI reports

2.8 Leads departmental administrative projects, working groups and activities

2.9 Provides functional guidance and mentorship to administrative staff within the

Public Works department on matters supporting the Director's direction for the

department, providing support to manage departmental priorities.

2.10 Coordinates arrangements for department and divisional special events (e.g. team-

building activities, retirement parties, birthday lunches, BBQs, etc.) including

preparing and sending invitations, collecting and recording RSVPs, making venue

arrangements, including catering, ordering materials, etc. as well as providing day-

of event support.

2.11 Provides guidance and direction to other departmental administrative positions

harmonizing administrative practices, developing administrative support guidance

documents, etc.

2.12 Maintains a continuous awareness of corporate and departmental administrative

systems and procedures, organizational structure and major activities in order to

provide effective administrative assistance.

2.13 A member of the Corporate Administrative Support Services team.

3. General Administrative Support (20%)

3.1 Responds to escalated front desk issues (e.g., complex inquires, escalated

complaints) from visitors, residents and others, and inquires for the Public Works

department, at times being of a confidential nature.

3.2 Author and maintain web content on the Town's website on behalf of the Public

Works department.

3.3 Assist in the preparation of contracts and tenders in cooperation with procurement.

3.4 Maintains department and divisional records as appropriate.

Town of Grimsby Job Posting Page 4 of 6

Administrative Assistant to the Director of Public Works Posted: June 6, 2022

3.5 Provides effective work direction, training and guidance and acts as a resource to

staff.

3.6 Provides back up support the Executive Assistant to the CAO and Mayor, as

required.

4. Other

4.1 Works in a safe manner in accordance with the Occupational Health and Safety

Act, associated regulations, other applicable legislation, Town by-laws, policies,

procedures, and guidelines.

4.2 Other related duties, as assigned.

The successful candidate will possess the following:

Education ?

Post-secondary degree or advance diploma in Office Administration, Public

Administration, Communication/Public Relations or a related discipline.

License, Registration and Training ?

AMCTO Accredited Municipal Professional (A.M.P.) designation. ?

Valid and unrestricted Ontario Class ?G? Driver's License. ?

Police Criminal Record Check (Level 1) to the satisfaction of the Town.

Experience ?

Five (5) years of experience providing administrative support to senior management,

handling a broad range of administrative matters, standard office practices and

procedures, as it relates to the duties listed above. ?

Considerable experience in preparing and drafting standard and executive level

correspondence and reports, editing the layout and formatting of complex reports,

presentations, correspondence, charts and tables. ?

Experience in managing projects and coordinating departmental assignments. ?

Municipal experience considered an asset.

Knowledge/Skills/Abilities ?

Considerable knowledge of municipal operations that may include, but not limited to,

council and committee proceedings and information requests. ?

Highly developed customer service and interpersonal skills to address public inquiries and

Complaints in the Public Works department ?

Ability to implement effective administrative work procedures and systems to maintain an

organized office in a fast-paced and complex executive office. ?

Demonstrated ability to manage filing systems and the management of large volumes of

information, both hard copy and electronic. ?

Excellent planning and organizational skills to arranging appointments, meetings, site

Visits, conferences, workshops and departmental events. ?

Excellent time management skills, including the ability to set priorities, meet deadlines and

manage conflicting priorities ?

Demonstrated political acuity and sound judgment to provide strategic and tactical advice

and support to senior staff.

Town of Grimsby Job Posting Page 5 of 6

Administrative Assistant to the Director of Public Works Posted: June 6, 2022

?

Strong analytical and problem solving skills. ?

Ability to work independently, and exhibit discretion and confidentiality as needed. ?

Excellent communications skills (both oral and written) with the ability to communicate with

all levels of staff, stakeholders and the general public. ?

Demonstrated ability to work in a highly sensitive and confidential environment ?

A team-oriented individual with demonstrated initiative, change management skills, and a

strong attention to detail. ?

Ability to provide work direction to other support staff as required. ?

Proven ability to utilizing a variety of software packages (i.e. Microsoft Word, Excel,

PowerPoint, Outlook, OneNote, etc.)

This is a permanent full-time position working 35 hours per week.

Town of Grimsby Job Posting Page 6 of 6

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