Position Title: Administrative Assistant to Mayor & Council

Department: Chief Administrative Office (CAO)

Reports To: Chief Administrative Officer

JOB DESCRIPTION
PURPOSE:

Reporting to the Chief Administrative Officer, the Administrative Assistant is responsible for
providing administrative and clerical support to the Mayor & Council. Responsibilities include
handling sensitive political issues and public concerns, researching and compiling background
information, arranging meetings and appointments, maintaining office administration and records
management processes and procedures, responding to and/or redirecting inquiries/
communications and completing special projects.

KEY RESPONSIBILITIES:

Technical
 Maintain thorough knowledge of the administrative processes and high level understanding of
the Department’s functions;
 Provide administrative support to the Mayor and Members of Council;
 Liaise with and be familiar with the workings of all departments;
 Maintain confidential information;
 Co-ordinate and schedule municipal functions, community special events;
 Draft communications, including media releases, speaking notes, research reports, etc.;
 Draft correspondence, replying to/initiating action on routine matters;
 Act as administrative liaison within/outside the Department; co-ordinate information and
background material to assist in dealing with correspondence or inquiries requiring attention
and for use at meetings;
 Co-ordinate meetings, make travel arrangements;
 Arrange appointments, receive and respond to or direct telephone and public inquiries to the
Mayor’s Office;
 Organize and complete Council registration at training events, conferences/workshops/
seminars, including travel arrangements and expense reports;
 Monitor annual departmental budget and process invoices for payment;
 Provide back-up for the Executive Assistant to the CAO during absences;
 Manage daily workload, set priorities and meet required deadlines with conflicting demands
and changing priorities.

CONTACTS:

 Establishes and maintains working relations with others in the CAO’s Office, Councillors, Town
employees, Directors, Managers, and Chief Administrative Officer;
 Establishes and maintains regular contact with government agencies, associations, Provincial
and Federal Ministries, other municipalities, and the general public.
Job Description: Administrative Assistant to Mayor & Council Page: 1 of 2
 WORKING CONDITIONS:

 Usual hours of work are based on 21 hours over a five (5) day week;
 Ability to work outside regular business hours as required.

QUALIFICATIONS & SKILLS:

Qualifications
 College or university degree in Business/Public Administration or related experience,
preferably in a municipal setting.
 Successful completion of the Municipal Administration Program is considered an asset;
 Valid Ontario Class “G” driver’s license and reliable vehicle for use on corporate business.

Skills:
 Knowledge of general office procedures, including document and records management;
 Knowledge of Municipal Government administration and structure, related legislation such as
the Municipal Act, 2001 and other relative Acts, and demonstrated judgment and ability to
critically assess options within the context of applicable legislation to guide decisions;
 Knowledge of and demonstrated ability in corporate core competencies including customer
service, communication, teamwork, initiative/self-management, accountability, flexibility and
adaptability;
 Demonstrated experience in organizing meetings, including preparation of agendas, taking
minutes and documentation with attention to detail and accuracy;
 Demonstrated ability to research, analyse and compile information;
 Demonstrated writing skills to prepare draft correspondence, reports, and other
communications;
 Excellent analytical skills showing good judgement, sound problem solving and conflict
resolution abilities, combined with strong interpersonal skills;
 Computer literacy and proficiency utilizing MS Office software applications and adaptability
to program specific software;
 Demonstrated organizational skills to meet strict and time sensitive deadlines;
 Ability to work with personal information, maintain strict confidentiality and to use tact,
diplomacy and discretion when dealing with matters of a highly sensitive nature.

COMPENSATION:

 $33.81 – 39.56 per hour (2018), depending on expertise and experience, in accordance with
the Town’s salary grid;
 This is a non-union position.

Job Description: Administrative Assistant to Mayor & Council Page: 2 of 2