Administrative Assistant, Park Ops Planning & Analysis

Job Summary

Reporting to the Manager, Business Planning and Support Services within the Parks, Forestry and Environment Division, the successful candidate will be an integral part of a fast-paced, purpose-driven team that supports the care and stewardship of our city’s parks and forests. This role offers the opportunity to make a real impact by providing timely, accurate, and proactive administrative and clerical support. Using strong organizational skills and advanced computer expertise, and working closely with a collaborative divisional administrative team, the incumbent will help keep operations running smoothly and contribute to the success of the Parks and Forestry teams every day.

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, 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.