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Administrative Assistant

City of Mississauga

This is a Contract position in Mississauga, ON posted January 10, 2022.

Req ID: 20967
Vacancy Type: Permanent 
Number of Positions: 1  
Closing Date: 01/24/2022

Job Summary

Provide timely and accurate administrative and clerical support. Using advanced computer skills and strong organization abilities, aids in the efficient day-to-day operation of the team/ department.
Carry out duties under the general direction of the Manager, Court Administration and functional guidance of the Administrative Coordinator.

Duties and Responsibilities

  • Assume primary responsibility for ordering and managing office supplies, office equipment and booking of rental equipment (internal use only)
  • Assume primary responsibility for Time/Labour entries in SAP -Time & Labour/Payroll – track staff time, input time and attendance in SAP biweekly, and prepare time-management reports using SAP
  • Assume primary responsibility for composing spreadsheets and reports for statistical purposes
  • Assume primary responsibility for assisting in scheduling appointments for screening and hearing officers
  • Provide support/backup to the intake desk
  • Generate Contract purchase orders for the division; pay invoices and update journal entries as required
  • Updating  administrative processes/procedures in SharePoint
  • Updating and maintaining spreadsheets and databases, and data entry Assisting with employee onboarding, transfers and exits
  • Assisting with Administrative Penalties System (clerical functions and booking screening and hearing appointments) 
  • Attend and assist with logistics for divisional/team meetings including booking space/technology/food requirements
  • Drafting correspondence, documents, presentations, agendas and minutes, as required
  • Ability to lift and carry up to 15lbs  
  • Other duties as assigned

Skills and Qualifications

  • Post Secondary education in business administration or related field is required
  • Minimum of 3 years’ work experience in office administration is required 
  • Progressively responsible administrative and coordination experience
  • Excellent administrative, planning, organizational, interpersonal skills and time management
  • Excellent verbal and written communication, proofreading and editing skills
  • Demonstrated ability to work effectively both independently and in a team environment
  • Previous work experience in a Provincial Court office would be an asset
  • Proficient in Microsoft Office (Word, Excel, Outlook and PowerPoint), SAP/Infor/Sharepoint/Webex/ICON/AutoProcess/CityAdmin 
  • Strong ability to multi-task and take on a variety of assignments
  • Solid understanding of City policies, procedures and administrative practices will be considered an asset
  • Ability to work with a broad range of stakeholders
  • Excellent customer service
     

#LI-CPS 

Hourly Rate/Salary: $ 48,932.00 – $ 65,243.00 
Hours of Work: 35 
Work Location: 950 Burnhamthorpe Rd W 
Department/Division/Section: CPS/Corporate Services Dept , CPS/Office of the City Clerk , Court Administration 
Non-Union/Union: Non Union 

 

COVID-19 Update: As per the City’s Employee and Volunteer COVID-19 Vaccination Policy, all external candidates (including previously employed individuals) must show their Fully Vaccinated Confirmation or apply for and receive confirmation of a creed or medical exemption from the City before their first day.

A Criminal Record and Judicial Matters Check (Level 2) or Vulnerable Sector Check (Level 3) will be required of the successful candidate, at their own expense, to verify the absence of a criminal record for which a pardon has not been granted.

We thank all who apply, however, only those candidates selected for an interview will be contacted. You can also check your application status in your candidate profile online. 

All personal information is collected under the authority of the Municipal Act. 

We are an Equal Opportunity Employer. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, the City of Mississauga will provide accommodations throughout the recruitment, selection and/or assessment process to applicants with disabilities. If selected to participate in the recruitment, selection and/or assessment process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.