Address
Form of work
SalaryPosition Details
Posting Information
Posting Number
CK53147P
Position Title
Administrative Assistant - Executive Office
No. of Staff Required
1
Position Type
FT
If Term position, enter length of Term in months
n/a
Position Groups
Management and Exempt
Division
City Manager (DV100)
Department
City Manager (DP100-1)
Branch
City Manager (BR100-1)
Organizational Information
Purpose of your Position - Non Union
The Administrative Assistant provides confidential secretarial, administrative and reception services to the Executive Office.
Classification Summary - Union
Duties - Union
Results and Activities - Non union
1. Provide reception services for the Executive Office.
- Provide reception services and respond to general inquiries
- Greet, receive, and welcome clients, visitors, general public and staff to the Executive Office
- Receive, screen and redirect telephone calls; record, relay and direct messages/inquiries to staff.
- Coordinate and collaborate with the other Executive Office staff and provide back-up for leaves
2. Provide administrative support services
- Provide administrative support for the Executive Office Managers and staff.
- Coordinate conferences, events, teleconferences, reservations, travel arrangements, expense claims and organize meetings and catering involving internal and external clients.
- Organize and assist Executive Office and SLT functions and participate in committees and events.
3. Office systems
- Maintain inventory for Executive Office kitchen and Council Ante room.
- Purchase and maintain inventory of all office supplies and promotional supplies.
- Purchase, prepare and coordinate awards of appropriate gifts for staff, retirements, dignitaries, VIPs and citizens.
- Maintain paper and electronic record databases in accordance with FOI and eRIM guidelines. Maintain all paper and electronic files, bylaws, and policies for use by Mayor, Council and City Manager in keeping with the RIM and SharePoint systems.
Credentials - Union
Knowledge - Non Union
Office Administration Certificate or related education. Experience in Executive Office with knowledge of business and administrative procedures; proficient with Microsoft Office suite; customer service training; Learned knowledge of City of Kelowna organization, procedures, systems, projects, staff, and history an asset.
Skills & Abilities - Non Union
Excellent administrative and communication skills; experienced customer service skills; strong computer skills; ability to multi-task in a fast-paced environment; able to work independently and collaboratively; maintain diplomacy, tact and confidentiality at all times; adaptability; detail orientated, strong organizational and time management skills; ability to get along with a variety of people and manage conflict resolution.
Competencies
Posting Text
Physical Demands
Special Instructions to Applicant
Additional Hiring Information
Pay Rate
$52,000 to $61,000 annually
Posting Date
03/13/2024
Closing Date
04/01/2024
Days of Work
Monday to Friday
Standard Hours per Day
7
Hours of Work
8 am to 4 pm
Work Location
CITY HALL
Specify Work Location
Documents Needed to Apply
Required DocumentsOptional Documents
- Resume
- Cover Letter
- References
- Other Document 1
- Other Document 2
- Other Document 3
