Executive Assistant To The Commissioner, Community Services

Employment Status: Regular Full-Time

✓ Pension ✓ Dental Insurance ✓ Disability Insurance ✓ Health Insurance ✓ Life Insurance

✓ Weekdays

Executive Assistant to the Commissioner, Community Services

Why work with us:

The City of Waterloo is a rewarding place to work. Each day, you will support and/or participate in the delivery of services that impact residents of this city, making it a great place to live, work and play for everyone.

Home to two world-class universities, a top-ranked college, a tech ecosystem, entrepreneurs and small businesses, there is a readiness to do things differently in Waterloo. Our vision is to be a leader in sustainability and to build a future-ready community for all. We are committed to workplace wellbeing and providing an inclusive, safe and enjoyable work environment.

For more information about the City of Waterloo’s Strategic Plan, Vision, Values & Guiding Principles, please click here: City of Waterloo 2023-2026 Strategic Plan.

What we offer:

• Supportive and caring organization that promotes respect, inclusivity, sustainability, health, safety and wellness.
• Dedication to the organization’s commitment for Reconciliation, Equity, Accessibility, Diversity and Inclusion through ongoing training and access to related programs and workshops, opportunities to connect with others around topics of social justice and equity, and opportunities to be involved with the initiatives that guide this corporate journey.
• A commitment to environmental sustainability as demonstrated in many plans and policies. For example, we are working towards reducing our corporate greenhouse gas emissions to net-zero by 2050, with real progress underway.
• Certification as a Living Wage Champion with fulsome employer-paid benefits package (extended health and dental care), including paid sick days, long-term disability, life insurance, Employee and Family Assistance Program and Maternity/Parental Leave Top-Up.
• Defined Benefit Pension Plan (OMERS) eligibility for all employees.
• Up to 10 paid Reservist Leave days per year, with single contribution OMERS buyback option for any unpaid time.
• Flexible work schedules, paid vacation and personal days, and the opportunity to bank overtime.
• Easy and sustainable commuting options through the TravelWise program, which offers public transit discounts and a dedicated carpool network for employees.
• Substantial internal and external training and development opportunities along with opportunities to get involved and give back to the community.
• Enjoyable employee-wide events, activities, site visits, BBQs to connect with co-workers.
• Complimentary FitPass for access to leisure, swim, and fitness drop-in programs for employees and family members.

…And so much more!

What you will do:

Reporting to the Commissioner, Community Services, your primary responsibilities will include, but are not limited to, the following:

• Provide administrative, research and communication support to the Commissioner of Community Services.
• Coordinate requests for staff to attend ECMT, CMT and Council agendas.
• Review and format briefing notes, memos, council reports for the Commissioner of Community Services.
• Maintain calendar and schedule meetings/appointments as required for the Commissioner of Community Services.
• Maintain the utmost discretion with respect to the Commissioner’s Office and general operations of the City.
• Attend virtual and in-person meetings, prepare agendas and packages, record meeting notes, conduct digital file management in accordance with retention schedules.
• Coordinate yearly Departmental and Management Team meetings.
• Demonstrate support for the departmental and corporate values.
• Assist in preparing documents as required.
• Act as a confidential liaison between the Commissioner, Department Directors, council, employees, legal office, public and other municipalities, institutions and agencies.
• Participate in departmental and corporate initiatives as required, including planning for staff events.

Records Management

• Coordinate Records Management Day for the Community Services admin office and divisions within the Community Services Department as necessary in accordance with record retention schedules, in partnership with Legislative Services.
• Coordinate and act as scribe for Town and Gown Committee meetings.

Coordination of various processes

• Coordination of Department wide Council reports for Commissioner Approval, coordinate department reports ensuring AODA compliance of Council reports and other general documents as required.
• Coordinate circulation and signing of agreements, leases and contracts for Community Services Department, in partnership with Legislative Services and Mayor’s Office.
• Coordination of bi-weekly Community Services Directors Team Agendas, materials and related notes/actions from meetings.
• Coordinate conference and travel arrangements for the Commissioner of Community Services; prepare expense claims and conference background materials.

Data Entry

• Assist in providing backup to the Payroll Clerk for the Community Services Department when they are on vacation or sick leave.
• Create requisitions to bill, and purchase orders, arrange for payment of invoices, reconcile personal monthly credit card and resolve discrepancies.

Administrative

• Assist in preparation of departmental presentations as needed.
• Support Human Resources in administrative duties in tracking staff that are retiring and want to keep in touch.
• Provide administrative duties for the City Recreation Fit Pass for staff and retirees.
• Provide administrative duties for the circulation of community posters to our city facilities and libraries.
• Posting articles/announcements to Jostle as requested.
• Format, transcribe, edit and/or design a variety of documents as required including forms, correspondence, reports and procedure manuals, ensuring AODA compliance.
• Collaborate with and arrange/provide back up to the other Executive Assistants when necessary.

What you will bring:

• A post-secondary diploma or degree in Public Administration, Political Science, Business Administration or a related field with a minimum three (3) years of senior level administrative experience and considerable knowledge of financial and municipal process; equivalent combinations of education, experience and training in related areas may be considered.
• Municipal experience is considered to be an asset.
• Excellent communication skills including strong written composition and presentation preparation skills.
• Strong interpersonal skills involving an ability to problem solve and resolve conflict in varied interactions with constituents, elected officials, external groups and staff.
• Ability to take initiative and multi-task in a fast-paced environment characterized by changing priorities while attending to details.
• Strong organizational and time management skills and the ability to handle changing priorities and fluctuating work volumes.
• Excellent interpersonal and communication skills to interact effectively with all staff, and members of the public.
• Ability to exercise tact and discretion in dealing with confidential issues and information.
• Proficient in MS Office, Outlook and PeopleSoft Financials and a proven ability to learn new computer programs or software (e.g. OpenText Enterprise Connect, Equidox, DocuSign).
• Strong commitment to delivering quality customer service.
• A passion for promoting and maintaining a healthy and safe workplace and the ability to work respectfully and effectively in a team environment.
• Demonstrated commitment to Reconciliation, Equity, Accessibility, Diversity and Inclusion.

What we will require:

• A satisfactory Criminal Record and Judicial Matters Check will be required as a condition of hire.
• Proof of your current and valid certificate(s), licenses and/or educational qualifications, if applicable.

Be You @ Waterloo (Our Commitment to Diversity, Equity, Inclusion and Belonging):

The City of Waterloo acknowledges that our work takes place on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples, and is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. The City is dedicated to advancing the organization’s commitment to Reconciliation, Equity, Accessibility, Diversity and Inclusion and to reducing barriers to employment opportunities. Applications from members of historically underrepresented groups, including Black, Indigenous, racialized communities, women, persons with disabilities, and members of 2SLGBTQ+ are encouraged for positions at all levels within the organization. Candidates from historically underrepresented groups are encouraged to self-identify in their application.

Accommodations are available throughout all stages of the recruitment process in accordance with the Human Rights Code and other applicable legislation . We encourage applicants to access support(s) that may be needed. To request accommodation during the application process, please email recruitment@waterloo.ca, quoting the position and competition number. Applicants advancing to the next stages of a recruitment process will be provided with additional opportunities to make their needs known.

Our use of AI during recruitment:

Our applicant tracking system includes artificial intelligence (AI) features, such as tools that highlight relevant work history or suggest potential job matches. These features are built into the system and may be visible to staff. AI does not make any screening or hiring decisions, and all decisions about interviews and hiring are made by City staff in accordance with applicable City policies and procedures.

Staff Association:

Qualified and eligible City of Waterloo Staff Association applicants will be considered first for this posting.