Job Type: Permanent Full Time
Salary Range: $69,394 – $82,598
Posting Closes: January 10, 2025, 4:30pm
Primary Duties and Accountabilities include but are not limited to:
- Liaise between the Deputy CAO and other department staff in day-to-day matters; work with other City departments in addressing concerns and inquiries and resolve issues relating to routine operations.
- Manage the daily needs of the Deputy CAO inclusive of all administrative and confidential functions; including record retention, according to City by-law.
- Receive and review all incoming and outgoing communications, correspondence and requests for the Deputy CAO including inquiries from staff, Executive and Senior Management Teams, Council, outside agencies, the public, etc. (respond on Deputy CAO’s behalf, as required)
- Address directly with providing research and briefings; refer for action as appropriate to Deputy CAO or other staff.
- Ensure timely response and follow-up is provided.
- Work in an administrative role with the Deputy CAO on various major projects
- Prepare/compose correspondence; i.e. Council reports and other documents for CD & ES; Ensure proper authorization and timely submission of Council reports for CD & ES.
- Coordinate and track travel and all relevant travel documents.
- Coordinate, attend and take minutes for various committee meetings and provide input as appropriate.
- Prepare and complete funding applications and expense claims to various levels of government for special projects.
- Supervise employees in accordance with City policy and applicable collective agreement; inclusive of hiring, training, scheduling, performance management, conduct and progressive discipline; coordinate replacement and assignment of tasks during absences.
- Coordinate employee vacation schedule; maintain, monitor and report on statistics regarding sick time, vacation, overtime, etc.; Liaise with Human Resources on workplace injuries/illnesses, disability, and leaves of absence for the Division.
- Evaluate office procedures to increase efficiencies; work with management regarding development of policies, procedures and best practices.
- Review and process expenses and invoices, ensure signing authority as specified, balance and handle cash, petty cash, refunds and budget.
- Preparation of Economic Development Fund contracts, processing of claims, and reconciliation
- Prepare, coordinate and monitor budgets, work with management and Finance in addressing concerns, discrepancies and recommending course of action. Assist with the preparation of the departmental budget, including control and monitoring of the Central Administration divisional budget.
- Provide confidential administrative support to the Division.
The above statement reflects the general details considered to describe the principal functions of the job and shall not be construed as a detailed description of all the work that may be inherent in the job or any other duties of a minor nature. Please see the job description for further information.
Qualifications:
- College Diploma in related field, e.g. Office Administration-Executive, Business Administration etc.
- Three (3) years’ experience in office administration, preferably in a municipal environment.
- Two years of supervisory experience, preferably in an office environment and successful completion of the Municipal
- Administration Program, are both assets.
- Computer literacy with Microsoft Suite; including Word, Excel and Outlook.
- Strong organizational skills; ability to prioritize tasks, problem solve and manage time effectively.
- Excellent communication, interpersonal and customer service skills; both oral and written.
- Detail oriented; excellent planning and leadership skills.
- Work both independently and as a team member.
- Ability to handle highly sensitive and confidential information
To apply for this exciting opportunity, please provide a cover letter and resume highlighting your qualifications to:
Email human.resources@cityssm.on.ca
Subject line 006-006-2025 Office Supervisor – CD & ES
The Corporation of the City of Sault Ste. Marie is an inclusive employer. Accommodation is available in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act, 2005.
In accordance with the Municipal Freedom of Information & Protection of Privacy Act, all information is collected under the authority of the Municipal Act, 2001, and will only be used during the selection process for the subject posting.