Position: Senior Administrative Assistant

Competition Number: 2020-EX-EN-53019699-01

Competition posting date: 2020.12.04
Competition closing date: 2020.12.18

Community & Social Services Department, Gender and Race Equity, Inclusion, Indigenous Relations, and
Social Development Service
1 Full-time Continuous Position - 35 hours/week
Affiliation: Non Union/Non MPE
Salary: $58,787.82 to $68,781.44 annually (2019 rates of pay)

*You will initially be paid 95% of your starting rate of pay, in accordance with the Terms and Conditions..

Location: 100 Constellation, Nepean

Category: Current Opportunities

Employment Group: Administrative/Customer Service

Job Summary

The Senior Administrative Assistant is responsible for providing a wide variety of confidential administrative
support services in support of a Director.

The Senior Administrative Assistant serves as a point of contact for client departments, providing an initial
response to standard inquiries and directing non-standard inquiries as appropriate. Duties and
responsibilities also include conducting research and compiling documentation and data in support of branch
projects or departmental inquiries, generating and making revisions to reports, creating and updating
databases and project files, and for coordinating the administrative processes.

Note: This is a generic job description that describes the typical duties of this job. Individual positions may
not require the performance of all of these responsibilities or additional related duties, within the scope of the
job, may be assigned.

Education & Experience

Two (2) years of Community College in Business/Office Administration.

Minimum of three (3) years of clerical/administrative experience.

*Experience and formal training combined with demonstrated performance and ability may substitute for
stipulated academic requirements.

Language, Certificates & Licenses

Designated Bilingual – specific level of language proficiency:

French oral, reading required.
English oral, reading, writing required.
Candidates who do not meet language requirements will be required to participate in training

Ability to communicate in a language other than French or English will be considered an asset
Knowledge

- Relevant dispositions of regulations and legislation pertaining to the branch

- Branch goals, objectives, policies and procedures
- The City of Ottawa's departments and internal operational and administrative procedures and relevant
contacts
- General knowledge of MFIPPA regulations
- Council reporting procedures
- Principles and practices of office management
- Record keeping, filing and general office procedures
- Database and records management practices
- Information verification and basic statistical analysis techniques
- Computer applications, including Microsoft Word, Excel, PowerPoint, Access, SAP, Electronic Records
Management System and other corporate standard software as required

Competencies & Skills

- Work independently and as a flexible and co-operative member of a team

- Excellent organization and time management skills and techniques: ability to work under pressure to
meet tight time schedules and deadlines, prioritizing work and handling significant problems and tasks
which come up simultaneously or unexpectedly
- Strict attention to detail and accuracy in the maintenance of records: ability to balance spreadsheets
and produce statistical reports
- Conduct background research to investigate and solve problems in support of management and staff
information needs, as well as project implementation
- Client service oriented: ability to use effective and tactful oral and written communication skills with
clients at all levels of the organization
- Compile, organizes and summarize data and information accurately and efficiently, applying policies
and procedures
- High level of competence in dealing with sensitive issues
- Exercise independent initiative and establish priorities for own workload
- Exercise sound judgment, discretion and a high degree of confidentiality
- Interpret and explain rules, regulations and policies
- Discretion and confidentiality
- Make decisions on both routine and non-routine problems

If this opportunity matches your interest and profile please apply online by using the "Apply"
button. If this is your first online application please refer to our resources on how to apply for jobs online.

We thank all candidates for their interest, however, only those selected to continue in the selection process
will be contacted.

The City of Ottawa is committed to providing quality services by establishing a qualified workforce that
reflects the diverse population it serves. The City encourages applications from all qualified individuals.

Accessible formats and communication supports are available upon request. Please contact the
HR Service Centre at 613-580-2424, extension 47411.