Secretary - Division Service

Department mission

To ensure the longevity and proper functioning of all public facilities, equipment, and buildings, in order to support sustainable development and improve citizens’ quality of life.

Responsibilities and goals associated with the position

The Administrative Unit Secretary ensures that the activities related to the service are completed. The incumbent performs a variety of administrative, clerical and general support tasks for departmental staff, including: calendar management; telephone communications; customer service; and translation, drafting and transcribing correspondence and other documents in English and French.

The jobholder’s main responsibilities are as follows:

• Receive and review incoming mail and forward it appropriately.
• Draft routine correspondence.
• Make sure outgoing correspondence is complete and error-free (typing, grammar, syntax and spelling)
• Receive, make and redirect telephone calls; welcome visitors; obtain and give out available information.
• Track documents and follow up on deadlines, reminding the persons concerned as necessary.
• 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.
• 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.).
• Perform any other related task.