Administrative Unit Secretary

Departmental Mission

The mission of the Culture, Sports, Leisure and Community Development Department is to improve quality of life by promoting accessibility, participation, and integration of all citizens through the provision of excellent community, cultural, sports and recreational facilities, activities, and services.

Responsibilities and goals associated with the position

The jobholder’s main responsibilities are as follows:

• Receive and review incoming mail and forward it appropriately.·
• Draft routine correspondence.·
• Perform error-checking on outgoing correspondence.·
• Track documents and follow up on deadlines, reminding the persons concerned as necessary.·
• Receive, make and redirect telephone calls; welcome visitors; obtain and give out available information.·
• Keep the calendar of her or his direct manager.·
• Make travel arrangements for her or his direct manager (transportation, accommodations, cash advances, expenditure reporting, etc.).·
• Make material preparations for meetings and convene them.·
• Attend meetings, take note of the proceedings and write reports or draft minutes. ·
• Collect and compile data from various sources.·
• Perform various other secretarial and simple writing tasks;
• operate standard office equipment (computer, photocopier, fax machine, calculator, etc.).·
• Perform any other related task.