Administrative Assistant

**Position Description - Administrative Assistant - Open Space Ops**

**Position title **Administrative Assistant Open Space Operations

**Position number **1146

**Classification (Level) **3

**Department **City Services

**Division **Operations

**Business unit **Open Space Operations

**People Leader **UM Open Space Operations

**Direct reports **N/A
Operations Manager, Unit Managers, Coordinators, Field

**Key stakeholders **Supervisors, Operations, City Activation, City Development,
Residents, Utilities, Contractors and Developers

**Our Purpose**
To improve our residents’ quality of life; continuously, smartly, and efficiently. Six themes in
our Community Vision represent the shared values and aspirations that will guide how our
city develops - liveable, valuing nature, engaged, prosperous, innovative,
and connected.

**City of Marion Values**
Our values are critical to us as they help drive behaviours that will enable us to achieve
council’s vision. With the community and safety at the forefront of everything we do, the City
of Marion values: Respect, Integrity, Achievement, Innovation.

**We live our values Our community vision**
**Respect**: treating everyone as we want to be
treated, where all contributions are valued.

**Integrity**: fostering trust and honesty in all
our interactions.

**Achievement**: enhancing our knowledge and
performance to reach our shared goals, while
being dedicated to supporting one another.

**Innovation**: encouraging new ideas and learning
from our experience to do things better.

PD - Administrative Assistant Open Space Operations - August 2024

**Position Description - Administrative Assistant - Open Space Ops**

**Purpose**

This is an Administration role undertaking a broad range of clerical and administrative support
functions and activities associated with the Open Space Operations Unit.
The Open Space Operations Unit is responsible for maintaining Council's open space to a high
standard for the use of the community. Some assets that are maintained include reserves,
wetlands, playground equipment, traffic devices, verges and street trees etc.

**Key Deliverables**
- Provide comprehensive administrative support to the Open Space Operations

Business Unit.
- Ensure efficient workflows and implement process improvements.
- Deliver high-level administrative support to the Manager of Open Space Operations.
- Assist Field Supervisors and Coordinators with administrative tasks.
- Manage and respond to inquiries and requests from staff and external stakeholders.
- Coordinate correspondence with contractors, utilities, and customers, maintaining
- appropriate communication protocols.
- Contribute to the management and maintenance of work area databases.
- Manage the Manager's calendar and schedule meetings.
- Process expense claims and reconcile accounts.
- Create and format various documents (e.g., reports, presentations, correspondence).
- Prepare meeting agendas, take minutes, and distribute meeting materials.
- Order and maintain office supplies inventory.

**Person Specification**
- Essential criteria
- High level of proficiency in computing skills including word processing, spreadsheets,
- and databases.
- Sound letter writing skills.
- Ability to work collaboratively to achieve organisational, team, and business outcomes.
- Strong customer experience orientation.
- Sound knowledge of customer service principles and procedures.
- Excellent time management and organizational skills to meet deadlines.
- Exceptional interpersonal and communication skills to handle inquiries effectively.
- Experience in a personal assistant or similar role.
- Administration and clerical experience.
- Strong attention to detail.
- Problem-solving skills.
- Adaptability & initiative

PD - Administrative Assistant Open Space Operations - August 2024

**Position Description - Administrative Assistant - Open Space Ops**
- Desirable criteria
- Initiative, honesty, and self-motivation.***
- Ability to operate various computer programmes e.g. Microsoft outlook, GIS, Exponare,

authority and Skytrust.****:

- Experience in a Personal Assistant or similar role.***

**Qualifications**
- Certificate in Business Administration. (or willingness to undertake).

**Skills, Knowledge and Experience**
- Skills where procedures are not clearly identified.
- Ability to develop new technical skills and embrace new technology and techniques.
- Ability to communicate effectively with people at different levels
- Delegation of correspondence to designated work areas.
- Solutions to complex problems.
- Delegation of correspondence to designated work areas.
- Responsible for a range of functions within the work area.
- Experience in contract specifications, procedures, and practices.
- Experience in front line Customer Service, demonstrating initiative and effective decision
- making.****:

- Working knowledge of local government functions, roles, and processes.
- Raise account requests and manage account pa