Employment - Secretary/Administrative Assistant

Secretary/Administrative Assistant

Cape Breton Regional Municipality

Full-Time

Weekdays

Description

Position Title/Classification: Secretary/Administrative Assistant

Department: Clerk’s Office

Location: Civic Centre

Reporting to: Municipal Clerk or designate

Bargaining Unit: CUPE Local 933

Salary: $53,831

JOB SCOPE

Under the direction of the Municipal Clerk, the Secretary/Administrative Assistant performs specialized clerical and administrative functions to support the political process. The position is responsible for performing information management and processing duties in a diplomatic and discreet manner.  The Secretary/Administrative Assistant performs work that is evaluated for its accuracy, quality, and adherence to established practices and procedures within professional and political environments.  The position requires initiative, a high degree of confidentiality, and sound judgment.

MAIN FUNCTIONS

  • Provides administrative support within the department including assisting the public and internal personnel by answering a wide variety of inquiries on CBRM services.
  • Performs information management functions such as identifying records and providing recommendations to the Municipal Clerk on records to be retained or purged in accordance with legislation and/or policies.
  • Researches and recommends best practices, standards, and opportunities as it relates to information management through the information lifecycle.
  • Assists with establishing and maintaining a modern records management system, including the maintenance, review, update, and retrieval of records within municipal archives.
  • Performs information processing functions as necessary including but not limited to taking, producing, and distributing minutes; drafting letters and official remarks; screening incoming correspondence; booking meeting rooms and preparing meetings; and assisting in the delivery of presentation.
  • Under the supervision of the Municipal Clerk, supports statutory duties under the Municipal Government Act, Elections Act, Municipal Freedom of Information and Protection of Privacy Act, Accessibility Act and any other legislation as required.
  • Researches policies and by-laws, and other matters as required by the Clerk.
  • Organizes and/or assists with the preparation of meetings, conferences and committees and attends Public Meetings, Council Meetings, and Committee Meetings as directed.
  • Regularly uses various technologies including but not limited to meeting, minutes, and calendar applications.
  • Assists Municipal Clerk with election duties and participates in the coordination of elections.
  • Assist in developing, implementing, and evaluating department procedures.
  • Works with various internal and external parties including but not limited to members of the executive management team, personnel at all levels throughout CBRM, Mayor and Regional Council, leaders, and personnel in other levels of government, and members of the public.
  • Other duties as directed.
Requirements

MINIMUM QUALIFICATIONS: Please note:  All required paperwork must be attached to application to be considered.

  • Completion of Grade 12, GED, or equivalent.
  • Post-secondary degree/diploma from a recognized program in public/business administration, secretarial or another relevant field.
  • Minimum of three years secretarial experience with Municipal Government in a related function, or proven ability and experience in a similar setting.
  • A medical assessment including physical, vision, and hearing tests may be required. Medical assessment must show the capacity of performing tasks of the classification.  This will be conducted at a later date.

 ADDITIONAL QUALIFICATIONS

  • Emergency First Aid/AED/CPR

KNOWLEDGE, SKILLS, AND ABILITIES

  • Demonstrated proficiency with computer software applications, including Windows and Microsoft Office Suite, with a minimum keyboarding speed of 60 words per minute.
  • Demonstrated understanding of the legal and ethical implications of information privacy during the collection, organization, storage, share, and preservation of information.
  • Experience with Information Management and Records Management systems.
  • Political and business acumen with a high level of effective communication and presentation skills to work with elected officials, personnel at all levels, and the public.
  • Demonstrated organizational and problem-solving skills with the ability to manage competing priorities.
  • Demonstrated ability to adapt to change with strong critical analysis, and the ability to work with detailed, complex, and sensitive information and records.
  • Has a strong customer service orientation, acts professionally and with integrity.
  • Demonstrated ability to work cooperatively, with a team, as well as independently.
  • Ability to concentrated and focus for extended periods.

 

How To Apply

Cape Breton Regional Municipality will be accepting applications for this opportunity via their Human Resource Information System (HRIS), or other external site. Please follow the link and the instructions below carefully. Failure to do so may result in disqualification.

CLOSING DATE FOR APPLICATIONS: 4:00 p.m. Friday, April 12, 2024

Applications quoting Reference No. 24.30-E should be directed to: 

CBRM Human Resources Department, 320 Esplanade, Suite 303, Sydney, NS  B1P 7B9, or Fax:  902-563-5582 or E-mail:  jobapplications@cbrm.ns.ca

Applications/Resumes may also be submitted in the drop-off box: Main Floor, City Hall during regular working hours (8:30 a.m. - 4:30 p.m.)

Although we thank all applications for their submissions, we will respond only to those we wish to interview. 

CBRM is committed to the principles of Employment Equity and Inclusivity. We encourage applications from designated groups, including but not limited to women, visible miniorities, indigenous peoples, members of the 2SLGBTQIA+ community, and persons with disabilities. CBRM encourages the need for respect, integrity, diversity, accountability, and the public good. 

Apply here

Intended Audience

This employment opportunity is open for: Canadian citizens, permanent residents, and temporary residents who are able to work for any employer in Canada (study permit, open work permit holders).

Only applicants who are authorized to work in Canada will be considered.

Location Information
Community
Sydney
County
Cape Breton Regional Municipality
Province
Nova Scotia
Country
Canada
Opportunity Information
Employer
Cape Breton Regional Municipality
NOC Code
Administrative assistants (13110)
Experience Required
Yes
Available Openings
Pay Type
To be Determined
Pay Period
To be Determined
Remuneration Per Pay Period
Estimated Weekly Hours
Start Date
End Date
Language
Posted on
March 26th 2024
Expires
April 25th 2024