Administrative Assistant II - Building Services

People, Place, Prosperity

Working within our Strategic Plan, Cambridge Connected, and committing to our values of Integrity, Respect, Inclusiveness and Service, the successful candidate will work together to help the City of Cambridge achieve our vision: A place for people to prosper - alive with opportunity.

Job Profile

The Administrative Assistant will be required to take direction from both the Executive Assistant, Community Development Department, and work intuitively to provide strategic support to the Building Services Division. In addition to assisting in creating a supportive and efficient team environment, the goal of this position will be to maintain high customer satisfaction both internal and external. The successful candidate must have strong interpersonal skills, the ability to manage multiple tasks at once, and experience with managing administrative responsibilities. This role has access to confidential corporate and human resource matters.

What you will be doing

• Coordinates corporate administrative processes, information, forms, etc. for the Division which includes but not limited to:
• Runs monthly Building Division statistics (running reports, validating data & sharing with all stakeholders)
• Assigning municipal addresses and circulation of address letters,
• Assists in data entry within the AMANDA system (i.e. Attaching documents, updating info fields, people entry modifications)
• Assists in testing enhancements and changes to the AMANDA system
• Assists permit applicants with online application system registrations
• Communicates corporate administrative information and reports any changes/concerns along with potential issues that may arise.
• Manages schedules and prepares for weekly meetings, regular reporting and training.
• Assists with administration of the monthly financial forecasting.
• Informs the Chief Building Official or the Executive Assistant of any politically sensitive and/or confidential issues.
• Provides daily work guidance/supervision to the Administrative Service Representatives (ASR's) and monitors their quality of work.
• Informs the Chief Building Official and/or Executive Assistant of any politically sensitive and/or confidential issues accordingly.
• First point of resolution for issues that become elevated through the Administrative Service Representatives (ASR's).
• Maintains Records Management Program for the Division.
• Provides back up for Administrative Assistants in other divisions within the department
• Provides positive and professional administrative support to ensure good customer service for internal and external customers.

Education

Two-year college diploma in Office Administration

Experience and Knowledge

• One to two years of progressively responsible and diversified administrative experience, including project coordination and good understanding of financial principles.
• High customer service skills required for both internal and external customers.
• Strong interpersonal skills and the ability to manage multiple tasks
• Exceptional administrative skills
• Advanced MS Office Skills

Your compensation

This position is within Grade 7 of the inside workers union salary schedule and the annual salary range is $70,325 to $74,747.

Comprehensive Benefits Package along with OMERS Pension Plan included.

Hours of work

This position works 35 hours per week, in accordance with the inside workers union collective agreement.

Advertisement expiration date

To apply, submit your candidate profile and application through cityONE Careers, prior to April 9, 2025.

Accommodation needs and protection of privacy

The City of Cambridge is an equal opportunity employer, committed to diversity and inclusion. We welcome and encourage applications from all qualified individuals, and will accommodate the needs of qualified applicants under the Human Rights Code in all parts of the recruitment and hiring process.

Please contact Human Resources to make your needs known in advance, with the nature of any accommodations that you may require in respect to any materials or processes used to ensure your full and equal participation throughout the recruitment and hiring process.

Personal information collected in relation to the recruitment process is collected under the authority outlined in the Municipal Freedom of Information and Protection of Privacy Act and used solely to determine eligibility for employment with the City of Cambridge only.