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Administrative Assistant

 

Posting Id 1541
Department Library 
Location RHPL - Central 
Schedule Monday to Friday 
Employee Group RHPL Non Union
Rate of Pay $35.82 - $41.88 Hourly
Job Type Part Time
Replacement/New Position          Replacement
Posting Type Internal and External
Posting Date 06/20/2022
Application Deadline 07/04/2022

 

POSITION SUMMARY

In a manner consistent with Richmond Hill Public Library’s overall vision, values and purpose, responsible for providing confidential administrative support to the Administration & Management Teams; performs other support duties such as accounts payable support and contract administrations. Please note, this is part-time, contract position for a duration of approximately 6 months. 

 

VALUES

To accomplish our goal of quality customer service, our expectation is that things are said and accomplished based on the values as listed below and in our strategic plan:

  • Accessibility
  • Diversity
  • Intellectual Freedom
  • Innovation

 

TYPICAL DUTIES AND RESPONSIBILITIES

  • Provides professional administrative support to the Administration & Management teams including but not limited to: handling correspondences, editing and formatting reports, managing meetings, calendar and appointments, arranging travel, ordering supplies and maintaining files.
  • Reviews and assesses incoming inquiries, composes replies or forwards inquiries to appropriate parties as needed.
  • Coordinates meeting management support for the Administration & Management team including catering, scheduling, agenda packages and minutes.
  • Assists with the process of recruitment by booking interviews and assisting with onboarding. 
  • Arranges all practical aspects of meetings, including use of presentation equipment, set-up, audio, visual requirements, travel and accommodation etc. as needed.
  • Conducts research as needed, compiles and collates information.
  • Greets and assists visitors to the Administration Office.
  • Provides back-up to Administration Coordinator in providing Library Board support including preparing and distributing board packages, and taking minutes at the Library Board meetings.
  • Assists in the processing of invoices for inputting to the City’s Finance system, including scanning, routing, and checking invoices and assigning account codes and ensuring that approvals are in place.
  • Participates on committees and interdepartmental teams, and attends relevant meetings, workshops and courses as required.
  • Responsible for observing and following all established occupational health and safety procedures, to be aware of hazards in the workplace and preventative measures taken.  Takes an active part in protecting oneself, fellow staff members and library property by reporting all hazardous conditions and unsafe work procedures.  Adheres to the Employee Health and Safety Manual and to the Richmond Hill Public Library Health and Safety Policy.
  • When required, provides assistance to programming across the system, working with managers to create notices, announcements, brochures and other items as needed to advertise programs.
  • Performs other administrative duties as assigned.

 

ESSENTIAL REQUIREMENTS

  • A Degree or Diploma from a recognized post-secondary institution in Business Administration or equivalent.
  • 5 years demonstrated experience in providing senior administrative support and some accounts payable experience.
  • Proven ability to accurately draft and take minutes for public and staff meetings, records management and track decision making process.
  • Excellent organizational, problem solving and customer service skills.
  • Ability to prioritize and multi-task.
  • Excellent oral and written communication skills in English as well as accurate and sound numeric abilities;
  • Attention to detail.
  • Ability to work pleasantly, cooperatively, and with tact when dealing with Library employees, members of the Library Board, and Executive Leadership Team, and the public.
  • Advanced proficiency in MS office software including Word, Excel, PowerPoint, Outlook.
  • Ability to work flexible hours, including evenings and weekends.

 

WORKPLACE ENVIRONMENT

  • Works in a fast-paced environment and a culture based on values, teamwork, collaboration and technology.
  • Works at any Richmond Hill Public Library location or offsite as necessary.
  • Works 21- 35 hours per week, including meetings, special projects evenings and weekends as required.

 

SALARY CLASSIFICATION

  • Band 4 (Non-Union Salary Scale)

 

 

ORGANIZATIONAL CORE COMPETENCIES

Customer Service

  • Manages the Library environment to enhance the Customer experience.
  • Applies customer service skills to enhance the level of Customer satisfaction.
  • Applies effective techniques to address difficult situations with customers.

 

Technology

  • Understands, uses and helps others use basic computer hardware, software, mobile devices and the internet.
  • Maintains awareness of commonly used technologies and applies technology effectively for ongoing learning and collaboration.

 

Collaboration

  • Develops and maintains effective relationships with others to achieve common goals.
  • Works effectively in teams with strong team-building skills and attitudes.
  • Applies effective strategies to conflict.

 

Communication

  • Communicates effectively using a variety of methods.
  • Communicates effectively with a variety of audiences and individuals from diverse backgrounds.
  • Selects and applies the most appropriate and effective communication means to meet situational needs.

 

Learning and Innovation

  • Manages the development of one’s own learning and ongoing improvement of skills and knowledge.
  • Demonstrates critical thinking and problem solving skills.
  • Uses creative and innovate approaches.

 

Ethics and Values

  • Understands and acts in accordance with the basic values and ethics of Library service

 

About Richmond Hill Public Library

 

Richmond Hill Public Library is committed to inclusive, barrier-free recruitment and selection processes. If contacted to participate in the recruitment and selection process, please advise Human Resources if you require an accommodation.

 

This position may be relocated to another location in the future to meet service needs for the community. All applicants should understand that the ability to work at any library location is a requirement of this position.

Please note, to be considered for a career opportunity at the City of Richmond Hill you must have received the full series of a COVID-19 vaccine approved by Health Canada (or the World Health Organization). You may also be required to receive any COVID-19 boosters recommended by public health authorities.  The City of Richmond Hill will consider cases requiring accommodation as stipulated by relevant employment standards legislation or regulation and/or the Ontario Human Rights Code.

The Library will require a current Vulnerable Sector Screening from the successful applicant as a condition of employment.

 

Attention Internal Candidates:  All current City of Richmond Hill employees are required to apply via the ‘View Jobs for Current Employees’ link on the City’s Careers Page.