Program Administrator (Full-Time)

Job description
POSITION SUMMARY: Under the general supervision of the Director – Environment provides confidential administrative, and program support to the Division, which includes general administration, program coordination, budget analysis, research, and statistical duties related to the various sections within the Division.

MAJOR RESPONSIBILITIES:
• Provides customer service by receiving telephone and walk-in inquiries; provides appropriate responses or directs inquiries to the proper party.
• Provides confidential administrative support, including but not limited to; opening and distributing mail; keying reports, memos, and letters; proofreading and editing; photocopying; conducting research; maintaining calendars; processing forms, etc.
• Co-ordinates, prepares and distributes agendas and minutes; schedules and attends meetings (as requested by the Director - Environment) with senior management, administration, committee meetings, and community contacts.
• Coordinates and administers divisional programs, such as the lead service replacement financial assistance program, and the medical waste exemption program. Liaises with the Director – Environment, administration, and committees to recommend process improvements to divisional program and implement recommendations.
• Co-ordinates Director – Environment’s responses to senior staff on major issues requiring immediate action. Prepares draft correspondence, resolutions, presentations, and other communication material as required.
• Conducts research, analysis, briefings to support divisional program and service delivery through the interpretation of trends and defines challenges and opportunities.
• Participates on committees and cross-functional teams as appropriate.
• Maintains specific divisional databases and manuals.
• Processes payables, receivables, and journal entries and maintains petty cash and the budget, as required.
• Provides budget reports, conducts operational reviews and identifies variances.
• Maintains files, records management, and the archiving process as required, and participates in the corporate records management program in accordance with established City Archive Policy.
• Participates in the development and implementation of records management and library processes.
• Provides training and guidance in the transfer of inactive records and documentation of records for retention in the departmental filing system.
• Orders and maintains office supplies.
• Seeks opportunities to identify process improvements and efficiencies.
• Provides administrative coverage for the department when required.
• Performs such other duties as may be assigned.

QUALIFICATIONS:

Education/Experience:
• Diploma in business administration, office administration or a related field, together with three to five years’ work-related experience

Skills/Abilities:
• Ability to exercise independent judgement when dealing with confidential or sensitive issues
• Self-starter with proven organizational, analytical and time management skills
• Ability to communicate effectively and concisely, both orally and in writing
• Ability to improve divisional efficiencies
• Ability to function and contribute as an effective team member and to work independently
• Must have excellent customer service and communication skills and be courteous and tactful in dealing with the public
• Advanced skill level in keyboarding, word processing and intermediate skill level in spreadsheet software

Assets:
• Experience with SAP software
• A working knowledge of Records Management would be an asset
• Knowledge and functions of City departments, outside boards, and local community groups.

CONDITIONS OF EMPLOYMENT:
• Must undergo a successful Criminal Record and Judicial Matters Check (CRJMC)
• Must take the Oath of Secrecy

General Information:

As an equal opportunity employer, the City of Thunder Bay encourages applications from Indigenous peoples, persons with disabilities, members of visible minority groups, women and members of the 2SLGBTQ+ community.

ONTARIO HUMAN RIGHTS CODE: It is a contravention of the Human Rights Code of Ontario to discriminate on the basis of: race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, ****** orientation, marital status, family status, disability, age, record of offences, gender identity or gender expression. Therefore, a resume submitted to the City must not include references to any of the above characteristics. Do not include:
• Photos
• Any certificates that have photo identification
• Driver’s licences
• Police records checks

Note: The above documentation will be requested by the Human Resources Division should you be the successful applicant. If a Criminal Record Check is required, it will be requested by Human Resources should you be the successful applicant. Please do not submit your Criminal Record Check with your application.

ACCOMMODATION: Reasonable accommodations are available upon request for all parts of the recruitment process.

PRIVACY: Personal information on this form is collected under the authority of the Municipal Act, c. 302, as amended, and will be used to determine eligibility for employment. Questions about this collection of personal information should be directed to the Human Resources Division, 125 Syndicate Ave Suite 42, Thunder Bay, Ontario, P7E 6H8, Telephone: 625-3866

The City of Thunder Bay provides exceptional quality of life to those who live, work, and play in Thunder Bay – a culturally vibrant, economically diverse community with a metro population of over 120,000. Located on the north shore of Lake Superior, under the protective watch of the Sleeping Giant, Thunder Bay is rich in people and resources, and connects Northwestern Ontario to the world. We value our high quality of life and promote a clean, green, beautiful, and healthy community that provides economic opportunity, respects diversity, and provides affordable and safe neighbourhoods that are accessible to all.

The City of Thunder Bay is a place where art, culture and nature come together!

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