Administrative Assistant, Ops Planning & Analysis - PF&E

Job Summary

Be part of the team behind the parks and forests that make our city thrive!

Reporting to the Supervisor, Operations Administration & Locates within the Parks, Forestry and Environment Division, you’ll play a vital role in supporting the people and operations responsible for caring for our city’s parks, forests, and natural spaces.

As a key member of a fast-paced, collaborative, and purpose-driven team, you’ll bring your exceptional organization, attention to detail, and advanced computer skills to a role where your work has a direct impact. From keeping day-to-day operations running smoothly to providing timely, accurate, and proactive administrative support, you’ll help enable Parks and Forestry teams to focus on the work that matters most to our community.

Working closely with a dedicated divisional administrative team, you’ll be a trusted partner who keeps information moving, supports effective decision-making, and helps the division deliver on its important work.

Duties and Responsibilities

• Prepare professional correspondence, spreadsheets, presentations and reports in accordance with corporate standards.
• Respond to internal and external client inquiries in a timely and professional manner and provide follow-up.
• Work in multiple databases with confidence, including Infor, MAX, Cemetery Database (StoneOrchard) and SharePoint.
• Conduct research to support appropriate follow-up as required.
• Perform all administrative duties including but not limited to: mail distribution, office supplies inventory, print/fax, courier.
• Provide financial administrative support for processing invoices and expense claims.
• Maintain files, documents and manuals, and archival records.
• Responsible for accepting payments, following cash handling policies and procedures and POS reconciliation.
• Input high quality data for permits, service requests and work orders into central databases.
• Responsible for tracking Mayor and Councillor requests.
• Provides customer service front counter support and support to operational staff.
• Provides backup and support for other Administrative Assistants.
• Perform other related duties as assigned.

Skills and Qualifications

• Post-secondary education in business administration or equivalent is required.
• A minimum three (3) years of progressive office administration experience or an equivalent combination of education and experience is required.
• Experience using Gimmel (previously OmniRim), Infor, ActiveNet, SAP systems, SharePoint, eScribe and MAX systems is preferred.
• Proven team player with ability to manage conflict and effectively deal with difficult situations.
• Experience handling multiple high-priority items simultaneously and working with a team to manage priorities.
• Cash handling and POS experience an asset.
• Excellent computer skills with proficiency in Microsoft Office (Word, Excel PowerPoint, Outlook) is required.
• Strong verbal and written communication skills are required; experience preparing reports and professional correspondence.
• Ability to demonstrate a high level of tact and diplomacy when dealing with clients, external agencies, Councillors, senior management, different levels of government, etc.
• Ability to think critically and problem solve.
• Excellent attention to detail with strong planning and organization ability to accomplish a variety of tasks, at times with conflicting priorities and timelines.
• Strong customer service and people management skills.
• Ability to maintain a high level of confidentiality.
• Must work effectively with minimal direction and within a team setting.