Job Description Administrative Assistant

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Job Description Administrative Assistant

Administrative Assistant 5/11/2005

Page 1

PURPOSE OF THE POSITION
(The main reason for the position, in what context and what is the overall end result)

The Administrative Clerk is responsible for providing administrative and clerical services in order to ensure effective and efficient operations.

SCOPE
(The way that the position contributes to and impacts on the organization)

The Administrative Clerk reports to the Senior Administrative Officer and is responsible for providing administrative and clerical services. Providing these services in an effective and efficient manner will ensure that municipal operations are maintained in an effective and efficient manner.

RESPONSIBILITIES
(Major responsibilities and target accomplishments expected of the position including the typical problems encountered in carrying out the responsibilities.)

1.

Provide administrative support to ensure that municipal operations are maintained in an effective, up to date and accurate manner Main Activities:  Type correspondence, reports and other documents  Maintain office files  Open and distribute the mail  Take minutes at meetings  Distribute minutes  Coordinate repairs to office equipment

2.

Provide support to Council to ensure that Council is provided with the resources to make effective decisions

Main Activities:  Maintain confidential records and files  Maintain records of decisions  Arrange for payment of honorariums  Research and assist with the preparation of motions, policies and procedures  Review and edit reports to the Board  Prepare correspondence for Board members  Prepare documents and reports on the computer  Schedule Board meetings  Prepare agendas for Board meeting Administrative Assistant 5/11/2005 Page 2

 Prepare packages for Board meetings  Attend board meetings  Record minutes and submit minutes for approval 4. Provide receptionist services Main Activities:  Greet and assist visitors  Answer phones  Direct calls and respond to inquiries 5. Perform other related duties as required

Administrative Assistant 5/11/2005

Page 3

KNOWLEDGE, SKILLS AND ABILITIES
(The knowledge, skills and attitudes required for satisfactory job performance)

Knowledge The incumbent must have proficient knowledge in the following areas:  knowledge of office  administration and bookkeeping procedures  knowledge of council and  committee systems Skills The incumbent must demonstrate the following skills:  excellent interpersonal skills   team building skills   analytical and problem solving  skills  decision making skills   effective verbal and listening  communications skills  attention to detail and high level  of accuracy  very effective organizational  skills  effective written communications  skills  computer skills including the  ability to operate spreadsheet and wordprocessing programs  stress management skills   time management skills   ability to speak the local  language  ability to maintain a high level of  accuracy confidentiality concerning financial and employee files

Personal Attributes The incumbent must maintain strict confidentiality in performing the duties of the Finance and Administration Officer. The incumbent must also demonstrate the following personal attributes:  be honest and trustworthy   be respectful   possess cultural awareness and sensitivity   be flexible   demonstrate sound work ethics  The incumbent would normally attain the required knowledge and skills through completion of office procedures coursework combined with related administrative experience. Equivalencies will be considered.

Administrative Assistant 5/11/2005

Page 4

WORKING CONDITIONS
(The unavoidable, externally imposed conditions under which the work must be performed and which create hardship for the incumbent including the frequency and duration of occurrence of...
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