Administrative Assistant, Library – City of Mississauga

Title of the Job: Administrative Assistant, Library

Location: Mississauga, ON

Job Description: Req ID: 25593
Vacancy Type: Permanent
Number of Positions: 1
Closing Date: 10/25/2024Job SummaryReporting to the Manager, Library Facilities and Operations, the successful candidate will be responsible for providing timely and accurate administrative and clerical support to the Library Leadership Team and the Extended Library Leadership Team. Using advanced computer skills and strong organizational abilities, the successful candidate will provide assistance in the efficient day-to-day operation of the Library.Duties and Responsibilities

• Provide administrative support to Manager, Library Facilities and Operations; Manager, Hazel McCallion Central Library and Community Development; Manager, Digital Services and Collections; Manager, Library Operations Planning and Analysis; and the Extended Library Leadership Team.
• Perform administrative duties including but not limited to: calendar management; scheduling of meetings including room bookings, guest management, agenda creation, minute preparation and distribution, maintaining duty manager schedules; mail distribution; contact list maintenance; creation and distribution of closures list and public notifications of closures.
• Coordinate room bookings with Customer Service Centre, library staff, and facilities operations.
• Prepare correspondence, spreadsheets, presentations and reports in accordance with corporate standards.
• Provide in-person, telephone, and email customer service at Library Administration.
• Respond to internal and external client inquiries in a timely manner and provide follow-up.
• Support Sunday assignment including but not limited to: recording assignments; sending assignment correspondence; and requesting information from Human Resources.
• Serve as Joint Health and Safety Committee Secretary including but not limited to: agenda creation recording and posting minutes; maintenance of SharePoint site and first aid certification records; inspection completion follow-up; document updating and posting; and scheduling of designate training.
• Co-ordinate annual and on demand bed bug inspections including scheduling and reporting.
• Provide support for Library training including room bookings, registration management, and other setup requirements.
• Submit service requests and access forms on behalf of Library Leadership Team.
• Conduct research as required.
• Enter payroll information as required as back-up for the Library.
• Maintain files, documents and manuals, and archival records.
• Provide backup and support for Administrative Co-ordinator and Library Co-ordinator.
• Perform other related duties as assigned.

Skills and Qualifications

• Graduation from a post-secondary program in administrative/business support, along with 3-5 years progressive experience in an administrative role.
• Excellent oral and written communication skills are essential with demonstrated ability to communicate effectively with all levels of management, staff, elected officials, members of public and outside agencies.
• Excellent customer services are essential.
• Strong attention to detail.
• Demonstrated ability to work effectively within a team environment.
• Ability to establish priorities and deal efficiently with changing priorities.
• Excellent planning, organizational and time management skills are mandatory.
• Strong computer skills, including Microsoft Office programs, SAP, and SharePoint.
• May require some light lifting.
• Prolonged exposure to computer keyboards and screens.
• Primarily office environment.
• Level 3 – Vulnerable Check will be required of the successful candidate, as a condition of employment, at their own expense, to verify the absence of a criminal record for which a pardon has not been granted.

This position is required to be on-site Monday to Friday working hours between 8:30am to 5:00pmHourly Rate/Salary: $ 51,800.00 – $ 69,067.00
Hours of Work: 35
Work Location: Hazel McCallion Central Library
Department/Division/Section: CMS/Community Services Dept , CMS/Mississauga Library , Library Facilities & Operations
Non-Union/Union: Non UnionWe thank all who apply, however, only those candidates selected for an interview will be contacted. You can also check your application status in your candidate profile online.All personal information is collected under the authority of the Municipal Act.Equity, Diversity and Inclusion
The City of Mississauga is committed to creating a respectful and supportive workplace that fosters a culture of equity, diversity and inclusion which broadly reflects the communities and residents we serve. Throughout the employee life cycle, the City is working to include an EDI lens to attract, retain and support the growth of diverse talent.Learn more about the City’s commitment to .Accommodations
The City of Mississauga is an Equal Opportunity Employer and is committed to removing barriers in our selection process for people with visible and invisible disabilities. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, the City of Mississauga will provide accommodations throughout the recruitment, selection and/or assessment process to applicants with disabilities.If selected to participate in the recruitment, selection and/or assessment process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.

Company Name: City of Mississauga

Salary: $51800 – 69067 per year

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