Administrative Assistant

JOB POSTING #: 2025-0243
POSTING PERIOD: Wednesday, June 25, 2025 at 8:30 AM to Wednesday, July 2, 2025 at 4:30 PM
DEPARTMENT: Human Resources
UNION: Non-Union
JOB CODE: NU0007
POSITION STATUS: Regular Full-Time
# OF POSITIONS: 1
GRADE/CLASS: NU08
RATE OF PAY: $66,923.70 to $81,345.94 annually
SHIFT WORK REQ'D: No
DUTIES:
Reporting to the Executive Director of Human Resources, this position will be responsible for a variety of confidential administrative and support services in a fast-paced environment. Processes reports, correspondence of a confidential nature and communications for regular and in-camera council agendas and standing committees and updates reports in LiveLink. Review and process Delegation of Authority reports to be submitted to the CAO for approval. Maintains contact with other municipalities and public/private sectors for information gathering and sharing of data as appropriate. Will ensure efficient dissemination and systematic follow-up of information; arranges hotel and travel reservations; processing of travel and business expense; maintains designated files with a thorough follow-up system. Will input budget and monitor same as to variances with the Executive Director of Human Resources. Using the PeopleSoft system will process all invoices, requisitions, purchase orders; car mileage; petty cash and accounts receivable billings; coordinates facility work orders; maintains logs of all departmental equipment; using time and attendance system, will monitor timekeeper reports for the department. Will conduct research and prepare reports on behalf of the Executive Director of Human Resources and ensures all relevant back up material is available in an orderly fashion. Supports communication activities such as scheduling, organizing and ensuring that project target dates and/or deadlines are met. Maintains appropriate follow up, log and updates on departmental contracts and required time sensitive memos/reports/information. Will screen incoming calls and redirect to other management staff when appropriate to enhance departmental efficiency. Take and distribute minutes at various meetings called by the Executive Director of Human Resources as well as maintain a thorough follow-up system. Will perform Occupational Health & Safety duties as outlined in the Corporation’s Health and Safety Program. Will perform other related duties as required.

QUALIFICATIONS:

• Must have a University degree in Business, Human Resources, Public Administration or related field or Ontario Ministry of Education equivalency and a minimum of one (1) year of senior administration experience in a computerized office environment with operating knowledge of Microsoft Suite of Products including Word, Excel, SharePoint, and Outlook;
• OR Must have a post-secondary community College diploma in Office/Business, Human Resources, Public Administration or related field or Ontario Ministry of Education equivalencies and a minimum of two (2) years of senior administration experience in a computerized office environment with operating knowledge of Microsoft Suite of Products including Word, Excel, SharePoint, and Outlook;
• OR Must have an Ontario Secondary School Graduation Diploma plus one (1) year of post secondary courses in Office/Business, Human Resources, Public Administration or related field, or Ontario Ministry of Education equivalencies and a minimum of four (4) years of senior administration experience in a computerized office environment with operating knowledge of Microsoft Suite of Products including Word, Excel, SharePoint, and Outlook;
• OR Must have and Ontario Secondary School Graduation Diploma or Ontario Ministry of Education equivalency and a minimum of six (6) years of senior administration experience in a computerized office environment with operating knowledge of the Microsoft Suite of Products including Word, Excel, SharePoint, and Outlook;
• Must have the ability to travel to off site locations in a timely and expedient manner as required. If method of travel is by vehicle, a current, valid and lawful Driver’s License is required in accordance with the Highway Traffic Act and must provide a driver’s abstract as a condition of employment;
• Must have experience with PeopleSoft HRMS and/or Financials;
• Must be both self-motivated and a team player;
• Must have excellent organizational and multi-tasking capabilities;
• Must be tactful and have excellent public relations skills;
• Must be capable of working with a minimum of supervision;
• Should have knowledge of the Occupational Health and Safety Act, its regulations and knowledge of the hazards associated with work;
• Knowledge and experience with corporate human resources, payroll in a multi-union environment, and financial systems will be considered a definite asset;
• PowerPoint experience will be considered an asset;
• May be required to lift up to 30 lbs.
• The physical demands analysis associated with this job indicates a light level of work.

NOTE:

• Only those applicants selected for an interview will be acknowledged
• We offer a smoke-free office environment
• Personal information is collected under the authority of the Municipal Act, c. 25 as amended, and will be used to determine eligibility for employment.
• The Corporation of the City of Windsor is an Equal Opportunity Employer

In accordance with the Accessibility for Ontarians Act, 2005 and the Ontario Human Rights Code, the City of Windsor will provide accommodations throughout the recruitment, selection and/or assessment process to applicants with disabilities. If selected to participate in the recruitment, selection and/or assessment process, please inform the City of Windsor Human Resources staff of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.

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