Senior Administrative Coordinator - Financial Services

Summary

This role provides senior administrative support to the Senior Manager of Financial Services and coordination of divisional administrative duties for Financial Services, Planning and Local Services, Arts and Culture and the Chief Financial Officer, as required.

Key Duties & Responsibilities

• Prepares routine and complex correspondence, reports, contracts, spreadsheets, and PowerPoint presentations. Proofreads, edits and formats documents prepared by Senior Manager.
• Coordinates the Senior Manager's schedule; including managing the calendar and email tasks, preparing daily folders with schedule, tasks and relevant documents.
• Provides administrative support (e.g: coordinating and scheduling meetings, preparing and circulating agendas, minutes and materials) to various Board committees and commissions to ensure accurate and comprehensive records are available and retained. Acts as recording secretary as required.
• Handles confidential correspondence regarding sensitive subjects, including personnel matters.
• Monitors and tracks information for the Senior Manager to ensure deadline requirements are met.
• Prepares and processes financial payments by ensuring authorization is received, supporting documentation is present, and contract and corporate financial policies and procedures are followed.
• Coordinates contract documents through their lifecycle, ensuring compliance with contract administration procedures. Ensures all formats and templates are in place and current for effective and accountable management of contracts for the department as required.
• Provides support for onboarding new department staff including coordinating systems access, work space, and other requirements.
• Arranges meetings including all logistics, receives attendance confirmations, prepares and distributes agendas, and attends and records minutes as required.
• Coordinates departmental tasks and tracks deadlines to ensure timely completion and/or submission of reports, assignment and deliverables. (i.e. overhead budget and staff leaves)
• Provides support to Chief Financial Officer and other divisional Managers as required.
• Responsible for information and records management of corporate filing system including making recommendation and implementing internal procedures to ensure prompt, accurate and legistlation compliant storage and retrieval of information.
• Acts as department's SharePoint champion.
• Maintains, edits and updates Financial Services website.
• Follows all CRD policies, procedures and standards.
• Performs other related duties as required.

Additional Information

• None

Key Skills & Abilities

• Excellent communication (verbal and written), interpersonal and customer service skills.
• Strong MS Word, Excel, PowerPoint and Outlook and SharePoint skills.
• Advanced proficiency and experience in content management using MS SharePoint.
• Advanced attention to detail with a commitment to data accuracy and integrity.
• Strong ability to identify issues, analyze and determine solutions and resolve problems using initiative and sound judgment.
• Strong ability to collaborate effectively with diverse internal and external stakeholders and across multiple disciplines.
• Strong ability to provide direction, development, workflow coordination and leadership to a team.
• Advanced knowledge of grammar, spelling and proper formats and styles for business correspondence and proof reading and editing skills.
• Strong ability to evaluate, develop and monitor administrative systems and procedures.
• Strong ability to accurately record meeting proceedings and produce minutes and action items.
• Advanced ability to deal with confidential and sensitive information with sound judgement, discretion and diplomacy.
• Working knowledge of local government structure and decision making processes.
• Advanced knowledge of office operations, administrative processes and systems.
• General experience with and understanding of Enterprise Resource Planning (ERP) systems such as SAP.
• Excellent accurate keyboarding and data entry skills.
• Advanced ability to work independently in a fast paced and constantly changing environment.
• Excellent organizational skills, including the ability to work under pressure, prioritize work and to set and meet deadlines.

Qualifications

Certifications