Title:  Executive Assistant, Finance Supports

Summary of Duties:

Reporting to the Deputy City Manager, Finance Supports, the Executive Assistant, Finance Supports provides effective and confidential executive level administrative support to the Deputy City Manager (DCM). Provides strategic support to the DCM and assists in creating a supportive and efficient team environment. Builds effective relationships with internal and external partners and provides a wide variety of administrative and research functions, issues review and analysis, and makes recommendations to the DCM.

Work Performed:

• Performs confidential and executive level administrative functions for the DCM and acts as the primary contact for the Office of the DCM. Manages the Deputy City Manager’s communications and responds on behalf of the DCM as required.
• Manages the Deputy City Manager’s itinerary, including scheduling appointments, meetings, public engagements and travel arrangements; provides background information to DCM to assist with meeting preparation. Arranges for meeting spaces as required and ensures meeting spaces are configured as needed.
• Identifies emerging issues and ensures that the DCM is fully briefed on those that require attention in a timely, accurate and comprehensive manner. Refers issue management to members of the senior management team as appropriate.
• Conducts research, prepares reports, analyzes and synthesizes information for the DCM pertaining to a wide variety of both public and confidential matters.
• Provides advice to the senior Finance Supports management team on key service organizational initiatives, Governance, and Council and Committee protocol.
• Acts as Finance Supports representative on various internal committees.

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• Coordinates and provides leadership and direction to the Administrative Team for all administrative functions common to the Service Area.
• Establishes objectives and service standards for the Administrative Team.
• Initiates and or contributes to the development of new procedures to refine or improve operations and administrative process and implement same. Recommends changes to procedures or policies to promote consistency of process, communication and documentation.
• Leads the maintenance and development of the records system within the City Treasurer’s Office and division as appropriate including confidential Service Area records
• Maintains confidential personnel records and approves submitted changes on behalf of the Deputy City Manager.
• Approves accounts payable vouchers, journals, petty cash, credit card statements, and other financial documents for the Service Area. Orders supplies/equipment and completes purchase orders as required.

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• Acts as the central contact point for the team around internal administration and external contacts. Provides quality customer service by telephone, electronic mail and in person.  Engages in effective problem solving to respond to inquiries and complaints; directs complex issues to the appropriate management staff
• Maintains an awareness of current events that may impact the Service Area.
• Prepares the agenda and takes minutes for meetings of the Finance Supports Directors’ Team and other meetings as required.
• Handles and prepares all manner of correspondence, reports, and requests including those of a confidential nature and from all levels of staff, other government agencies, elected officials, the media and members of the public; maintain follow-up on outstanding matters. 
• Screens all signing documents, including correspondence, reports, purchase orders, staff requisitions and forms, conference/education requests and those related to the personnel within the Services Area to ensure accuracy, appropriateness and conformance with established signing authorities, policies, practices and procedures

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• Develops and maintains a tracking and follow-up system for the Deputy City Manager on outstanding matters, reports and projects to ensure deadlines are met.
• Provides oversight of the operating budget for the City Treasurer’s office and regularly monitors account balances to ensure accuracy and compliance.
• Formats and proofs reports, take reports from draft to final stage, provide input and identify opportunities for implementing improvements to report presentation.
• Undertakes various special projects as directed.
• Provides coverage to divisional Administrative Assistants in the Service Area, as needed.
• Demonstrates commitment to anti-racism, anti-oppression, and human rights through practices and interactions with community partners, employees and individuals and support programs and initiatives that reflect this commitment.
• Demonstrates commitment and adherence to Health and Safety legislation and programs; and actively promote a culture of safety within Service Area.
• Performs related duties as assigned

Qualifications:

• Completion of two-year Community College Diploma in Office Administration, Executive or Business Administration.
• Minimum five years of related senior municipal office administration experience with sound knowledge of organizational structure and political framework or an equivalent combination of education and related professional and lived community experience.
• Experience in a municipal government environment an asset

Skills and Abilities:

• Technically proficient and an excellent communicator, extensive experience preparing and drafting standard correspondence and reports as well as editing and formatting complex reports, correspondence, charts, tables and statements for senior management.
• Demonstrated ability to provide customer service in a high-volume environment; strong organization skills including planning, prioritizing, time management and the ability to multitask.
• Demonstrated ability to integrate information from a variety of sources into effective briefing materials, reports and summaries.
• High level of trust and integrity, contributing to a positive work culture; ability to handle sensitive and confidential information with tact and discretion.

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• Proven ability to provide high level of attention to detail.
• Proven ability and initiative to work with minimal supervision and with the utmost discretion.
• Proficiency in word processing, spreadsheets, internet and database applications.  
• Excellent ability to use relevant software applications such as Microsoft Office; JD Edwards, KRONOS, and Excel.

Compensation & Other Information:

$66, 961 - $87, 149

This posting is for one (1) permanent, full-time position. 

Current Hours of Work: Monday - Friday from 8:30 a.m. to 4:30 p.m. 

Work Arrangement: Hybrid

Work hours and work arrangement are subject to change in accordance with business requirements.

Police Record Check

The successful candidate will be required to complete a Criminal Record Check (CRC).