Assistant, Legislative Support
- 54,186.86 - 63,396.06 annually
- City Of Ottawa
Responsible for providing a wide variety of complex and confidential administrative tasks in support of one of the City Clerk's branches, and providing other branch support as appropriate.
Duties and responsibilities include conducting research, compiling documentation and data in support of branch projects or departmental inquiries, generating and making revisions to reports, creating and updating databases and project files. The Support Services Assistant also serves as a point of contact for external clients and client departments, providing an initial response to standard inquiries and directing non-standard inquiries as appropriate.
Education & Experience
One (1) year post secondary education in Business Administration or a related field.
Minimum of three (3) years of clerical/administrative experience
*Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic requirements.
Language, Certificates & Licenses
Designated – specific level of language proficiency:
French oral, reading required
English oral, reading, writing required
Candidates who do not meet language requirements will be required to participate in training.
Relevant dispositions of regulations and legislation pertaining to the Office of the City Clerk and Solicitor
City Clerk's goals, objectives, policies and procedures
The City of Ottawa's departments and internal operational and administrative procedures and relevant contacts
Principles and practices of office management
Record keeping, filing and general office procedures
Database and records management practices
Information verification and basic statistical analysis techniques
Microcomputer applications, including Microsoft Word, Excel, PowerPoint, SAP, Access, and other corporate standard software as required
Knowledge of applicable health and safety legislation, including the rights and duties of workers.
Competencies & Skills
Work independently and as a flexible and co-operative member of a team
Apply collective agreements provisions as they relate to employee transactions
Excellent organization and time management skills and techniques: ability to work under pressure to meet tight time schedules and deadlines, prioritizing work and handling significant problems and tasks which come up simultaneously or unexpectedly
Strict attention to detail and accuracy in the maintenance of records: ability to balance spreadsheets and produce statistical reports
Conduct background research to investigate and solve problems in support of management and staff information needs, as well as project implementation
Client service oriented: ability to use effective and tactful oral and written communication skills with clients at all levels of the organization
Compile, organize and summarize data and information accurately and efficiently, applying policies and procedures
High level of competence in dealing with sensitive issues
Exercise independent initiative and judgment and establish priorities for own workload
Interpret and explain rules, regulations and policies
Discretion and confidentiality
Make decisions on both routine and non-routine problems