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HomeMy Public PortalAboutExecutive Secretary_Job Description_2021-05-12 Position Title: Executive Secretary Salary Band: Individual Contributor Department: Corporate and Strategic Management Reports to: Deputy CAO Status: Permanent Fulltime Classification: Administrative Location: Municipal Complex (151 King Street), subject to Change Hours: Normally 8:30 a.m. to 4:30 pm, subject to change (OT hours may be required) Date: May 2021 SCOPE The Executive Secretary is responsible for a wide variety of administrative duties in support of the Chief Administrative Officer/Deputy Chief Administrative Officer’s Office. This includes typical receptionist duties in addition to more complex functions and services, such as arranging travel plans, minute-taking during confidential meetings, and scheduling appointments. The Executive Secretary may also be responsible for preparing and handling sensitive and confidential material/information and carrying out the general duties of the Municipal Clerk in his/her absence. OBLIGATIONS AND RESPONSIBILITIES UNDER LEGISLATION 1. The Municipality of the District of Chester is committed to workplace safety and all employees are expected to actively participate in the Municipality’s Occupational Health and Safety Policy and Program, and act in accordance with Occupational Health and Safety Legislation and Regulations of the Province of Nova Scotia. MUNCIPALITY OF THE DISTRICT OF CHESTER POSITION DESCRIPTION Executive Secretary (continued) 2 2. The Municipality of the District of Chester complies with the Labour Standards Code of Nova Scotia and associated Regulations. All employees are also expected to act in accordance with the appropriate Legislation. QUALIFICATIONS 1. Diploma in Office Administration or equivalent. 2. Three years as an Executive Secretary/Administrative Assistant or similar position in a similar business environment. 3. Exceptional report writing skills, including research, grammar, spelling, punctuation, business letter and report writing techniques. 4. Considerable knowledge of core computer operations, including internet browsers and Microsoft Office (Outlook, Word, Excel). 5. Superior organizational, multi-tasking, and time management skills. 6. Experience with records management. 7. Confidence interacting well with the general public and experience in other public relations, service-oriented skills. 8. Familiarity with general office practices and procedures. 9. Experience in recording and preparing meeting minutes. 10. Ability to work unsupervised. 11. Willing to work evenings or travel for meetings/training when required. 12. Familiarity with the municipal government legislation, would be an asset. 13. National Advanced Certificate in Local Authority Administration (NACLAA) would be an asset. SUMMARY OF FUNCTION Principle Duties and Responsibilities: Executive Support: 1. Work closely with the CAO and Deputy CAO including matters of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CAO’s style and organization policy. 2. Provide administrative support to the Chief Administrative Officer including, but not limited to maintaining CAO’s calendar on a daily basis, setting up meetings, preparing correspondence, photocopying, preparing and editing draft documents, and assisting with preparation of presentations and reports, data entry, etc. 3. Provide Administrative support to Council, including processing expense claims and travel reimbursements, as required. Executive Secretary (continued) 3 Administrative Support: 1. Provide detailed, accurate and timely clerical and administrative support to the Deputy CAO, assigned Committees of Council, and the Corporate and Strategic Management Department. Responsibilities include scheduling meetings, preparing agenda, and meeting packages, attending meetings as required, recording meetings, minute preparation as required, processing invoices, advertising meetings, completing associated correspondence, and following up on actions in a proactive manner. 2. Assist Municipal Clerk with duties, including but not limited to: By-Law and Policy development and document management; preparing notices/ads for meetings; preparing and distributing agendas and/or confidential material for meetings; supporting action and direction from Committees/Council through task tracking software and processes; transcribing minutes for review by the Municipal Clerk; and other duties as directed by the Municipal Clerk. 3. Coordinate scheduling and organizing travel and conference registrations, special events, corporate meetings, membership registrations, and training sessions as required. 4. Perform all necessary mailing and shipping functions including receiving, sorting, and distributing mail deliveries. 5. Monitor and order office supplies for the Corporate and Strategic Management Department and the CAO/Deputy CAO. 6. Coordinate the maintenance of any relevant office equipment in an effective and efficient way to facilitate workflow and optimize the value of the equipment. 7. Maintain emergency contact list and internal staff phone directory. 8. Manage all correspondence, including preparing draft responses on behalf of the CAO and Deputy CAO. 9. Assisting with special projects; drafting, designing, and producing complex documents, reports, and presentations. 10. Proofread outgoing correspondence/records to ensure accuracy. 11. Perform additional duties and special projects as required. Public Relations: 1. Communicate and interact with the general public, providing information and assistance, in person, by telephone, and electronically. 2. Assist the with corporate communications, including posting Facebook, Instagram, and Twitter updates, as appropriate. 3. Develop and administer a system of special observances. Executive Secretary (continued) 4 4. Develop and administer the system for intake and administration of the flag policy and community requests for flag flying. Records Management: 1. Maintain a record of files, both electronically and physically. 2. Act as the AMANS Record Keeper for the CAO and Corporate and Strategic Management Department. 3. Maintain general contact information on departments and organizations as required. Teamwork: 1. Assist Municipal Clerk with Municipal Election duties as required. This may require performing duties of Assistant Returning Officer. 2. Assist the Tax Department by delivering bank deposits and banking correspondence to the Municipality’s designated financial institution. 3. Assist CAO/Deputy and Corporate and Strategic Management Department with special events and meetings/conferences. 4. Provide backup support to the front desk counter, including lunch time and vacation coverage as required. 5. Carry out the general duties of Municipal Clerk in his/her absence (such as attending meetings and transcribing minutes). CONTACTS 1. Banks and Mortgage Companies 2. Service Nova Scotia & Municipal Relations 3. General Public 4. Municipal Solicitor 5. PVSC – Property Valuation Services Corporation 6. Members of Council and Staff Media Representatives for News and Advertisements