Administrative Assistant, Director, Building (12-months contract)
Job Description:
JOB TITLE: Administrative Assistant, Director, BuildingDEPARTMENT: Planning, Building & Growth Management
POSTING NUMBER: 106504
NUMBER OF POSITIONS: 1
JOB STATUS & DURATION: Temporary 12-months
HOURS OF WORK: 35 hour workweek
LOCATION: Hybrid Model*– when working onsite, you will report to the location of FCCC
SALARY GRADE: 2
HIRING SALARY RANGE: $58,307.00 - $65,596.00 per annum
MAXIMUM OF SALARY RANGE: $72,884.00 per annum
JOB TYPE: Management and Administration
POSTING DATE: January 8, 2025
CLOSING DATE: January 15, 2025
AREA OF RESPONSIBILITY:
Reports to the Director, Building and Chief Building Official, provides administrative support to the Director of Building and Chief Building Official and to the management staff of the Building Division; responsible for all employee administrative matters including attendance tracking and vacation schedules, payroll, mileage, employee start, status change and access forms; maintains and manages files for prosecution, litigation, standard practices and business and office administration processes and procedures.
- Provides administrative support to the Director and management staff of the Building Division.
- Responsible for the preparation, distribution and file management of correspondence, reports, , forms etc.
- Co-ordinates meetings, presentations and training sessions; prepares and distributes notices, agendas and minutes as required.
- Creates professional and polished forms, presentations, and documents. Responsible for all employee administrative matters including attendance and vacation tracking, mileage, tracking and completion of Employee Data Change Forms, request for access forms, recruitment process tracking and preparation for new employee starts.
- Maintains and processes divisional time-entry reports and transactions.
- Maintains and manages tracking of the Attendance Management Program and staff on the Alternative Work Arrangement Program.
- Acts as a resource for Building Division management staff in the acquisition of employee related information – appropriate forms, procedures etc.
- Acts as the Building Division liaison with appropriate departments for building maintenance and operation issues.
- Maintain confidentiality based on the requirement to access, review, maintain and distribute sensitive sectional or divisional and organizational communication, materials and records.
- Provide documentation support for disciplinary, grievance and performance matters
- Provide backup to the Supervisor of Administration when necessary.
SELECTION CRITERIA:
EDUCATION:
- Post-secondary certificate or diploma in Office Administration or equivalent
EXPERIENCE:
- Minimum of 2 years of administrative support at a senior level, preferably in a public sector environment
OTHER SKILLS AND ASSETS:
- Proven communication and report writing skills
- Able to work independently and as part of a team
- Excellent people management and organization skills to interface with internal/external clients.
- Able to manage time and multi-task to accomplish a variety of tasks, sometimes with conflicting priorities and timelines
- Excellent computer skills are required including Microsoft Office, Outlook, Word, Excel and Power Point
- Knowledge of customer service standards
- Good performance and work record
**Various tests and/or exams may be administered as part of the selection criteria.
Interview: Our recruitment process may be completed with video conference technology.
Applicants who do not meet the educational requirements but have direct related experience may be considered.
As part of the corporation’s Modernizing Job Evaluation project, this position will undergo an evaluation which may result in a change to the rate of compensation. Any changes affecting this position will be communicated as information becomes available.*Our Hybrid Model is subject to change.
If this opportunity matches your interest and experience, please apply online by clicking the button above quoting reference #106504. Applications must be received by 11:59 pm on January 15, 2025 and complete the attached questionnaire. We thank all applicants; however, only those selected for an interview will be contacted.The successful candidate(s) will be required, as a condition of employment, to execute a written employment agreement. A criminal record search will be required of the successful candidate to verify the absence of a criminal record for which a pardon has not been granted.
As part of the application process, applicants will be invited to complete a self-identification survey. The survey is voluntary. Participation in the survey will have no impact on hiring decisions. Should you wish to opt out of completing the survey, please select “prefer not to answer” as a response to each question.All information collected is confidential and will not be shared with the hiring manager. The surveys will be anonymized and will be kept separate from applicant or employee files, such that the individuals who completed the surveys will not be identifiable.
The results of the survey will assist in the analysis of disaggregated metrics for organizational planning purposes and our commitment to advance and foster diversity, equity, and inclusion. The City may use anonymized data to produce aggregate reports for internal or external use.
Please be advised, the City of Brampton uses email to communicate with their applicants for open job competitions. It is the applicant’s responsibility to include an updated email address that is checked daily and accepts emails from unknown users.As we send time sensitive correspondence via email (i.e. testing bookings, interview dates), it is imperative that applicants check their email regularly. If we do not hear back from applicants, we will assume that you are no longer interested in the Job Competition and your application will be removed from the Competition.
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