Job Details Permanent Full Time (Non-Union)

Posting Status Open to all current Town of Oakville employees and external applicants

Closing Date Applications for this position must be received at in the employment section by no later than 11:59pm on July 23, 2025 Reporting to the Commissioner, Community Services, this position is responsible for providing professional confidential administrative, executive level support to the Commissioner of Community Services, working in a team environment in unison with all municipal departments and outside agencies.

What can I expect to do in this role?

• Managing day-to-day administration for the Commissioner of Community Services, including scheduling, resolving calendar conflicts, providing immediate support, making travel arrangements and preparing confidential correspondence. Ensuring appropriate documentation is available for the Commissioner by maintaining a daily bring forward file, council report tracker and issues management tracker.
• Monitoring incoming e-mails for the Commissioner ensuring that issues of priority are dealt with in a timely manner. Responding to or forwarding independently, e-mails requiring response as appropriate.
• Scheduling and coordinating appointments, meetings and events (including twice annual extended community services leadership team meetings).
• Preparing and distributing agendas.
• Attending meetings, preparing and distributing minutes of meeting, preparing correspondence maintaining a high level of accuracy and confidentiality.
• Assisting with special administrative projects as requested, researching and providing data and additional information. Perform basic information gathering as specifically directed.
• Managing attendance tracking system and records for bi-weekly uploads.
• Preparing and submitting expense and bill reconciliations for the Commissioner.
• Coordinating the preparation of quarterly commission messages on behalf of the Commissioner and Commission leadership team.
• Providing occasional support to the Directors or Recreation and Culture and Facilities with complicated meeting scheduling, council report formatting and eScribe administration and 'ad hoc' requests for support as approved through the Commissioner.
• Maintaining corporate files for the Commissioner of Community Services office.
• Representing the Commission as a member of the corporate CREST organization.
• Representing the Town and the Commission in a professional and courteous manner in all dealings with the public, the mayor and members of council, senior staff and other groups, agencies and individuals.
• Working closely with the Administrative Assistant to the CAO and provide back-up and coverage when required.
• Performing other duties as assigned.

How do I qualify? You have a Community College Diploma in Office Administration or equivalent. Your formal education is augmented by 3 to 5 years of progressively responsible positions that have resulted in outstanding administrative office skills, complemented by a highly developed understanding of municipal government and service delivery. An equivalent combination of education and experience may also be considered.

In Addition, Your Experience Includes

• The ability to respect confidentiality while demonstrating maturity, initiative, discretion and good judgment.
• Effective interpersonal, organizational and communication skills to enable the candidate to represent the Community Services Commission in a professional and courteous manner in dealing with the general public and staff, and in coordinating customer service responses.
• Proofreading, letter writing, minute taking, editing and writing skills to support management in correspondence, report writing and preparing presentation materials.
• Proficiency with office automation and computer applications such as Microsoft Office products, including Microsoft Outlook and EAMS.
• Minute taking skills and strong acumen for the effective use of technology.

Core Knowledge Required for Success: You are an experienced professional with a comprehensive knowledge of:

• Current and future policies, practices, trends, technology, and information.
• Acts, regulations, and directives as they apply.
• Microsoft Office products, automated financial systems for budget preparation and accounts payable/receivable (CIS), AMANDA, and GIS.

Leadership Competencies Strategic Thinking – thinking things through

Engagement – working effectively with people organizations and partners

Management excellence – delivering results through own work, relationships and responsibilities

Accountability and Respect – serving with integrity and respect

Corporate Values Teamwork, accountability, dedication, honesty, innovation, and respect

We Offer

• A progressive work environment that promotes a work/life balance and strives to be a great place for great people to do great things.
• A flexible hybrid in-office and remote working model.
• A defined benefit pension plan.
• Comprehensive health plan complemented with life and disability insurance.

DATED: July 3, 2025 This job profile reflects the general details considered necessary to perform the principal functions and shall not be construed as an interpretation of all work requirements inherent in the job. Applicants are required to demonstrate in their applications and in the interview process that their qualifications for the positions match those specified. Applicants may be required to undergo a skills assessment. We thank all applicants and advise that only those selected for an interview will be contacted.