Conference Support Jobs in Ontario (NOW HIRING)

Major Responsibilities

• Perform tasks as requested, including the preparation, research, summary and reconciliation of information and data.
• Prepares and processes documents, invoices, progress payments and expense claims.
• Checks forms and documents to ensure accuracy and conformity with City policies, regulations and procedures.
• Initiates investigation requests as a result of inquiries from Councilors, other staff and the public and ensures that staff have responded.
• Reviews, edits and formats Council reports and logs and updates the Agenda
• Operates office equipment and multi-functional devices (MFDs) utilizing a variety of software packages (e.g., SAP ARIBA, S4Hana, PTP, SharePoint, Microsoft Office Suite, Maximo Work Order management system, as appropriate.
• Coordinates and maintains electronic and hard copy records as appropriate including various duties to label, store, organize and/or archive documents.
• Monitors, orders and maintains office supplies/resource materials (e.g. technology products and services).
• Responds to e-mails, telephone and in-person inquiries and directs to appropriate staff member for action.
• Prepare Purchase Requisitions, Department Purchase Orders. P-Card and conference requests ensuring all criteria are met.
• Maintains attendance and training records.
• Coordinate onboarding of new staff hires including system setup, account requests, software access, ID Card access, ordering of computer equipment, cellphone, set up telecommunication line.
• Coordinate offboarding of staff existing the division, unit or organization, including removing network access, return of computer equipment, ID Card access, etc.
• Oversee managers' calendars and coordinates meetings, events and schedules, managing and resolving conflicts.
• Books meeting rooms on behalf of the unit staff.
• Plan/coordinate team activities, events, etc.
• Prepares meeting materials such as agendas, meeting notes/minutes, presentations, etc.
• Assists the manager in monitoring the completion of staff training courses and conferences
• Reviews manager's voicemail, redirecting messages to appropriate staff.
• Any other duties as assigned

Key Qualifications

Your application must describe your qualifications as they relate to:

1. Considerable experience performing various clerical and administrative duties related to the job functions (i.e. formatting procedures for Council and Committee reports; Preparing minutes, agendas, reports and letters; Managing confidential electronic and hard copy files and spreadsheets, etc.)
2. Considerable experience in a customer service environment, dealing directly with groups such as the public, all levels of internal staff and other external contacts.
3. Considerable experience using computers and the ability to utilize a variety of software packages such as Microsoft Office Suite (e.g. Word, Excel, PowerPoint etc.) and other computer systems relevant to supporting the division's core requirements (i.e. Adobe Acrobat, Webex, Docusign, SharePoint, Maximo, PTP, RACS, GIS, etc.)
4. Considerable experience in preparing and processing expense or financial reports, invoices, progress payments, P-Card, expense claims, Purchase Requisitions Purchase Orders related to budgets.

You must also have:

• Excellent organizational, analytical, problem solving and multi-tasking skills.
• Ability to meet tight deadlines and assess priorities.
• Excellent communication/interpersonal skills and the ability to deal effectively with all levels of staff, councilors, the public and external contacts in person, by telephone and in writing.
• Ability to exercise independent judgement and discretion in dealing with confidential operational matters.
• Ability to plan and organize appointments, meetings, interviews, and conferences.
• Understanding of municipal operations, council proceedings, legislation, divisional and political issues.
• Must be resourceful, flexible, adaptable, and able to work independently and with minimal supervision.
• Familiarity with programs and services in the Transportation Services Division is an asset.
• Familiarity with purchasing practices, inventory control, budget, payroll and administrative policies, procedures and practices are an asset.