Administrative Assistant (temporary-up to 15 months)

Job title: Administrative Assistant (temporary-up to 15 months)

Job description: Job Summary

Resumes are being accepted for the position of Administrative Assistant (Temporary up to 15 months) with the Guelph Junction Railway. Reporting to the General Manager, Guelph Junction Railway, the successful candidate will provide administrative support to the Guelph Junction Railway. This position will have a strong focus on financial and business administrative support. Guided by the goals and objectives of the City of Guelph Corporate Strategic Plan and committed to the Corporate Values of integrity, service, inclusion, wellness and learning, the candidate will aid in the achievement of the Community Vision for an inclusive, connected, prosperous city.

Hours of work

35 hours per week, 8:30 a.m. – 4:30 p.m., Monday to Friday. Occasional evening and/or weekend work may be required.

Your role

• Provide administrative assistance to the Guelph Junction Railway including financial and business support; assisting with the management of staff’s schedules/calendars, coordinating travel arrangements and performing related administrative functions
• As directed, assist with the preparation of reports, correspondence and presentation materials (ie. Council reports, funding programs, etc.); responsible for the preparation of agendas/minutes, coordination of follow up actions, word processing, mail and document handling/filing
• Coordinate the preparation, monitoring and administration of the department budget and expenditures for all units; prepare purchase orders, accounts receivable/payable, petty cash
• Budget analysis and tracking for multiple operating and capital accounts
• Issue and manage invoicing of third parties
• Assist with the planning and coordination of special events including business tours, presentations, open houses, and committee meetings
• Assist with the development of funding proposals and the management of funding contracts
• Monitor the annual business plan, budgets and milestones and report on variances
• Deliver professional assistance to clients, potential investors and other internal/external contacts; acting as the first point of contact directing requests appropriately
• Provide administrative coordination for major departmental projects and preparation of the yearly operational plan
• Maintain and manage Guelph Junction Railway’s records management system
• Perform other related duties as assigned

Qualifications

• Experience related to the duties listed above, normally acquired through the completion of post-secondary education in Business Administration or closely related discipline and experience providing administrative support to a senior manager. Candidates with an equivalent combination of education and experience may be considered
• Ability to prepare Guelph Junction Railway invoice’s and understanding of the procurement process
• Excellent organizational and office administration skills with the ability to manage multiple tasks in a busy environment to meet stringent deadlines
• A self-starter with good problem solving skills
• Excellent interpersonal, collaborative and customer service skills and ability to respect & maintain a high level of confidentiality
• Excellent communication skills with the ability to prepare reports and presentations on behalf of the department
• Ability to handle sensitive and confidential information
• Experience with Microsoft Office (Word, Excel, PowerPoint and Outlook)
• Knowledge of the Occupational Health & Safety Act
• Experience with JDEdwards, WAM, FMW Web, Kronos and graphic and web content authoring software would be considered an asset
• Knowledge of Transport Canada railway rules and regulations an asset

In accordance with the City of Guelph’s employment practices, new employees are required to be fully vaccinated as a condition of hire, subject to accommodations required in accordance with the Ontario Human Rights Code.

Rate

$55,200 – $69,000

How to apply

Qualified applicants are invited to apply using our online application system by Sunday, April 24, 2022. Please note all applicants must complete the online questionnaire specific to this position at the time they submit their resume and cover letter in order to be considered. Proof of qualifications will be requested at the interview stage.

The City of Guelph is an equal opportunity employer that values diversity in the workplace. We are therefore happy to accommodate any individual needs in keeping with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. If you require an accommodation in order to participate in the hiring process, please contact us to make your needs known in advance.

Personal information collected through the recruitment process will be used solely to determine eligibility for employment. We thank all candidates in advance; however, only those being considered for an interview will be contacted.

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