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
The start date will follow the selection process.
This position is eligible for hybrid work . Hybrid work arrangements are operational and incumbent based. The successful candidate will be required to work on-site 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, speechwriting, key messages, briefing notes, presentation materials, media relations and advertising.
- Coordinate special projects on an as-needed basis, as directed.
- Coordinate internal and external functions (e.g., special events, public open houses, media events).
- Participate in committees and working groups related to special projects.
- Work effectively within a team environment to assist in the achievement of the Division’s objectives.
- Provide support to the library’s administration team in the event of an emergency.
- Develop and maintain a thorough working knowledge of CGS’s Safety Manual and the applicable Provincial Legislation listed therein.
- Perform other related duties as required.
Note: The above duties are representative of a typical position and are not to be construed as all inclusive.
Qualifications
Education and Training:
- Successful completion of Secondary School (Grade XII) Education.
- Successful completion of a Diploma program in a related discipline from a Community College is considered an asset
- Additional education initiatives to update and expand competencies.
Experience
- Minimum two (2) years of responsible related experience
- Experience working in a library system considered an asset
Knowledge Of
- Applicable legislation and related regulations.
- Current and emerging management issues within CGS as they affect the Division.
- Best practices within areas of responsibility.
- Horizontal linkages to other relevant governmental levels and services as well as the private sector.
Abilities To
- Demonstrate organizational skills, time management, adaptability, and judgement.
- Work independently and under pressure.
- Demonstrate interpersonal skills and the ability to build relationships with internal and external stakeholders.
- Demonstrate a strong commitment to delivering excellence service.
- Demonstrate interpersonal skills in dealing with public, staff and outside groups.
- Work with computer software and administrative systems in a Windows environment (e.g., file maintenance, word processing,
- presentation software, spreadsheet applications, information input and retrieval).
- Handle confidential information with discretion.
Personal Suitability
- Mental and physical fitness to perform essential job functions.
Language
- Excellent use of English; verbally and in writing.
- French verbal skills highly desirable; written skills an asset.
Other Requirements
- May require the use of a personal or CGS vehicle on CGS business. Must be physically capable of operating a vehicle safely, possess a valid driver’s license, have an acceptable driving record, and personal insurance coverage.
Competencies: (click to view)
Competency Library - Level 1 Proficiency
This job is also being posted as a development opportunity. Should there be no fully qualified candidate for this position, a candidate who can be expected to meet the required qualifications within a reasonable period of time may be considered for this position as a development opportunity.
Development opportunity range of pay: $2,263.80 to $2,692.90 bi-weekly. The successful candidate will be paid at the reduced range until the minimum qualifications have been met.
How To Apply
If you are viewing this job posting through a website other than the City of Greater Sudbury's, please visit www.greatersudbury.ca/jobs to apply online.
We must receive your resume
before 11:59 p.m. on Wednesday, October 28, 2026. For those providing a French language resume, please also include an English version.
- Click on the Apply for Job button.
- Follow the step by step application process.
- Ensure you attached a cover letter and resume. Acceptable file types are:
- .doc
- .docx
- .txt
- .pdf
- .rtf
- Once completed, review your application and click on the Submit button.
- Upon submission of your application, you will get a confirmation on the screen that your application has been successfully submitted. You will also receive an e-mail confirmation to the e-mail address on your profile.
All applicants are thanked for their interest in this position. Only those selected for an interview will be contacted. If contacted, and you require a disability related accommodation in order to participate in the recruitment process you must advise the Hiring Manager.
Live outside Canada or new to Canada?
The City of Greater Sudbury is dedicated to maintaining a fair, inclusive, and equitable work environment and our City welcomes qualified applicants from anywhere. To learn more about working in Canada, visit this webpage: Applicants Living Outside of Canada (greatersudbury.ca)
Contact Us
For technical difficulties, issues, questions or accommodations with an application made online email myJOBS@greatersudbury.ca
