Administrative Assistant, Park Ops Planning & Analysis

Job Summary

Reporting to the Manager, Operational Planning and Analysis, Park Operations, the successful candidate will be responsible for providing timely and accurate administrative and clerical support. Using advanced computer skills and strong organizational abilities, the successful candidate will provide assistance in the efficient day-to-day operation of the Parks and Forestry Operations Teams.

Duties and Responsibilities

• Prepare correspondence, spreadsheets, presentations and reports in accordance with corporate standards;
• Respond to internal and external client inquiries in a timely manner and provide follow-up;
• 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;
• Prepare minutes of meetings and action items;
• 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; with a minimum two (2) years of progressive office administration experience or an equivalent combination of education and experience;
• Knowledge of Omni-Rim, Infor, SAP systems, SharePoint, Agenda Management System and MAX systems is preferred;
• Cash handling and POS experience an asset;
• Excellent computer skills with proficiency in Microsoft Office (Word, Excel PowerPoint, Outlook);
• 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;
• Proven team player with ability to manage conflict and effectively deal with difficult situations;
• Ability to maintain a high level of confidentiality;
• Must work effectively with minimal direction and within a team setting.