Job Description

Section:

Access and Engagement

Division:

Greater Sudbury Public Library

Department:

Office of the Chief Administrative Officer

Initial Reporting Location:

Main Library

Job Status:

Contract Position

Estimated Probable Duration:

Eighteen (18) Months

Number of Vacancies:

1

Union Affiliation:

Non union

Hours of Work:

70 hours bi-weekly

Shift Work Required:

Some evenings and weekends may be required

Range of Pay:

Group 8 - $2,486.40 to $2,927.40 bi-weekly

This position is eligible for hybrid work. Hybrid work arrangements are operational and incumbent based. The successful candidate will be required to work in office at a City of Greater Sudbury location a minimum of three days per week and must be able to report to a City of Greater Sudbury work location within two hours when required.

Main Function:

Provide confidential administrative services to the Chief Executive Officer/Chief Librarian and administrative support to managerial staff within the division. Relieve Hiring Managers of administrative detail associated with recruitment efforts, training, and employee records.

Characteristic:

Under the general supervision of the Chief Executive Officer/Chief Librarian.

Duties:

- Assist and represent the Chief Executive Officer’s (CEO) office as first point of contact by proactively addressing and responding to a wide range of internal/external queries/problems regarding the Division, based on broad knowledge of policies, procedures, programs, and services.
- Act as recording secretary to the Library Board as required, including liaison with Board Members, arrangement of meeting, agenda preparation, taking and transcribing minutes.
- Provide administrative guidance and direction to staff throughout the Division with respect to policies and procedures on behalf of the CEO and management team.
- Monitor mail, arrange appointments, receive, and respond to or direct telephone and public enquiries to appropriate source.
- Organize, maintain,



and report on key performance indicators on behalf of the CEO and management team including internal and external data requests and information on public facing dashboards.
- Coordinate the timely production of material and reports to the Library Board by library staff.
- Process and track various human resource processes relevant to the library’s management team including performance review, WISE Program administration, recruitment, and COMPASS.
- Support hiring managers with recruitment efforts. Shortlist candidates for review and approval of the applicable hiring manager, schedule assessments and interviews, conduct reference checks, coordinate driver’s abstract checks, participate on hiring panels and prepare offer letter for the review and signature of the applicable hiring manager.
- Create, control, and maintain effective filing and retrieval systems for administrative records, correspondence, contact lists, legal agreements, contracts, policies, and procedures, in accordance with the Retention By-law.
- Identify, recommend, and implement changes in administrative procedures in the Division. Assist staff with the set-up of new procedures, test, review, and refine as appropriate.
- Maintain attendance records, timesheets, and annual vacation schedule. Coordinate, prepare and input payroll, and distribute all corresponding Human Resources and/or Payroll forms for the Division.
- Responsible for all travel arrangements for the CEO and Division staff and ensure that expense claims are processed through to the Finance Division.
- Assist with the on-call schedule.
- Responsible for the administration, documentation, tracking and reporting of educational courses or training programs.
- Schedule/organize meetings, prepare and circulate agendas, attend meetings to record, type and circulate minutes/correspondence.
- Prepare various routine and ad hoc reports for internal and external stakeholders to meet information needs.
- Implement communication tactics, including but not limited to print publications, social media tools, web content, events, speechwri

📌 Administrative Co-ordinator of Library Services (Greater Sudbury)
🏢 City of Greater Sudbury
📍 Greater Sudbury