Requisition ID: 21808 

Department: Planning, Development & Building Dept. 

Employment Type: 1 Full-time Permanent -  

Work Hours: 35.00 hours per week

Affiliation: Non Union/Non MPE 

Salary Information: $66,686.62 - $78,027.04  annually (2024 rates of pay)

Location: City Hall,110 Laurier Avenue West  

City: Ottawa, ON

Job Category: Administrative and Support Services 

Application Close: 27/04/2026

Job Summary

You are responsible for providing a wide variety of confidential administrative support services in support of a department head/General Manager.

You serve as a point of contact for client departments, senior managers, senior external contacts and members of City Council, providing an initial response to standard inquiries and directing non-standard inquiries as appropriate. Duties and responsibilities also include conducting research and compiling documentation and data in support of branch projects or departmental inquiries, generating and making revisions to reports, creating and updating databases and project files, and coordinating the administrative processes.

Note: This is a generic job description that describes the typical duties of this job. Individual positions may not require the performance of all of these responsibilities, or additional related duties, within the scope of the job, may be assigned.

Education And Experience

Completion of 2 year community college diploma in Business/Office Administration or related field

Minimum Of 4 Years Of Clerical/administrative Experience

KNOWLEDGE

Relevant dispositions of regulations and legislation pertaining to the branch
Branch goals, objectives, policies and procedures
The City of Ottawa’s departments and internal operational and administrative procedures and relevant contacts
General knowledge of MFIPPA regulations
Principles and practices of office management
Record keeping, filing and general office procedures
Database and records management practices
Information verification and basic statistical analysis techniques
Computer applications, including Microsoft Word, Excel, PowerPoint, Access, SAP, Electronic Records Management System and other corporate standard software as required
Knowledge of applicable health and safety legislation, including the rights and duties of workers General knowledge of City of Ottawa payroll and financial systems and branch policies, practices, functions, systems and procedures is an asset

Competencies, Skills And Abilities

Work independently and as a flexible and co-operative member of a team
Excellent organization and time management skills and techniques: ability to work under pressure to meet tight time schedules and deadlines, prioritizing work and handling significant problems and tasks which come up simultaneously or unexpectedly
Strict attention to detail and accuracy in the maintenance of records: ability to balance spreadsheets and produce statistical reports
Conduct background research to investigate and solve problems in support of management and staff information needs, as well as project implementation
Client service oriented: ability to use effective and tactful oral and written communication skills with clients at all levels of the organization
Compile, organize and summarize data and information accurately and efficiently, applying policies and procedures
High level of competence in dealing with sensitive issues
Exercise independent initiative and establish priorities for own workload
Exercise sound judgment, discretion and a high degree of confidentiality
Interpret and explain rules, regulations and policies
Discretion and confidentiality
Make decisions on both routine and non-routine problems Integrity, tact and good judgment

Core Behaviours

Core behaviours define the City's expectations of the behaviours employees should demonstrate in performing their work. They are reflective of the City's culture and values and guide all our present and future activities. Every employee is encouraged to learn, embody, and demonstrate these core behaviours.

Review the Core Behaviours .

Leadership Competencies

The City has defined key competencies that leaders are expected to embody and demonstrate to successfully move the organization towards achieving its strategic objectives and create an organizational culture that supports and empowers employees to excel, grow and reach their full potential. These leadership competencies and associated behaviours are expected to be demonstrated by leaders at all levels of the organization.

Review the Leadership Competencies .

What You Need To Know

Language Requirement: Designated Bilingual – specific level of language proficiency: French: oral, reading, writing English: oral, reading, writing Candidates who do not meet language requirements will be required to participate in training.
You may initially be paid 95% of your starting rate of pay, in accordance with the collective agreement.
Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic requirements.
Please save a copy of the job poster. Once the closing date has passed, it will no longer be available.

We wish to thank all applicants for their interest and effort in applying for this position. Only candidates selected for interviews will be contacted.

The City of Ottawa promotes the principles of diversity and inclusion and adheres to the tenets of the Canadian Human Rights Act and the Ontario Human Rights Code. We encourage applications from members of Indigenous, Black and other racialized communities, persons with disabilities, women and non-binary persons, persons of all ethnic origins, religions, sexual orientations, classes, gender identities and expressions.

Candidates are encouraged to self-identify as a member of one or more designated employment equity groups in the self-identification questionnaire.

The City of Ottawa provides accommodation to applicants during all parts of the hiring process, upon request. If contacted to proceed to the selection process, please advise us if you require any accommodation.

Accessible formats and communication supports are available upon request. Please contact the HR Service Centre (email: HRServiceCentre@Ottawa.ca) at 613-580-2424, extension 47411 Employee Service Centre at 613-580-2424 extension 12211 or via email at esc-cse@ottawa.ca .

City of Ottawa / Ville d’Ottawa

Open Positions

Executive Assistant, Department Head