Audit Communications, Administrative Services and Project Support Officer

Job Description

JOB TITLE: Audit Communications, Administrative Service and Project Support Officer

DEPARTMENT: Office of the CAO

NUMBER OF POSITIONS: 1

JOB STATUS & DURATION: Temporary, 4 months

WORK TERM: May - August, 2025

HOURS OF WORK: 35-hour workweek

LOCATION: Hybrid Model – when working onsite, you will report to the location of West Tower

HOURLY RATE: $19.37 Year 1 $20.27 Year 2 $21.89 Year 3 $23.62 Year 4

POSTING DATE: January 20, 2025

CLOSING DATE: January 31, 2025

AREA OF RESPONSIBILITY:

Support the Internal Audit team by assisting audit staff with project coordination, report writing, and other internal communications. Help in supporting the Quality Assurance and Improvement Program, provide administrative assistance to the Director and Internal Audit staff, and contribute general research and jurisdictional scanning support to the Internal Audit team.

Research, Communication, and Report Writing

1. Conduct research on audit practices and special projects; draft reports and briefing notes.
2. Monitor and draft Internal Audit’s KPIs, Service Plans, and annual/quarterly update reports.
3. Lead post-engagement surveys and follow-up activities.
4. Assist with the preparation of the Year-End Report and quarterly MAP reports.
5. Manage special projects such as the Internal Audit Procedures Manual.
6. Provide internal/external customer service and respond to team inquiries.
7. Prepare presentations, agendas, and related materials.
8. Book meetings, record minutes, and support file management and SharePoint clean-up.

Audit Committee Support

1. Coordinate scheduling and logistics for Audit Committee meetings.
2. Prepare and distribute sensitive materials for the Audit Committee.
3. Review and eScribe reports for the Audit Committee meetings.
4. Track and address follow-up items from Committee and City Council meetings.

Operational Support

1. Ensure compliance with City policies and directives.
2. Manage divisional assets and act as the expert RFP writer for consulting projects.
3. Coordinate responses to FOI requests and lead peer review logistics.
4. Collaborate on updating the Internal Audit web page and SharePoint site.
5. Provide administrative support for audits, performance metrics and staff managing tasks such as payroll/timekeeping, onboarding and offboarding, etc. with HR and IT.
6. Handle conference registrations and travel arrangements.

SELECTION CRITERIA:

• Educational Requirements: Currently pursuing or in possession of a relevant university degree in Public Administration, Political Science, Social Sciences, or a related field.
• Research and Report preparation Skills: Demonstrated ability to conduct in-depth research on audit practices, policies, and special projects, with the ability to draft high-quality and comprehensive reports, including the Year-End Report, Ethics Hotline reports, and MAP updates.
• Attention to Detail: High level of accuracy and attention to detail, especially when preparing reports, handling sensitive materials, and managing logistical tasks.
• Teamwork and Interpersonal: Ability to provide internal and external customer service and respond effectively to inquiries. Proven ability to work effectively as part of a team, supporting team goals while contributing independently to tasks.
• Time Management: Strong organizational and time management skills, with the ability to juggle multiple tasks and meet deadlines in a fast-paced environment.
• Confidentiality Requirement: Ability to prepare and distribute sensitive materials for Audit Committee meetings, ensuring accuracy and confidentiality.
• Compliance and Policy Knowledge: Ability to acquire strong understanding of City policies and directives, with the goal to ensure divisional compliance in a short period of time.
• Adaptability: Ability to perform other duties as required to support the team’s functions, demonstrating flexibility and a proactive approach to team needs.
• RFP Writing Expertise: Experience writing RFP for consulting projects related to audits and investigations and risk-assessments is an asset.
• Excellent computer skills with knowledge of MS Office/ability to learn other applications.

These positions are funded through the Canada Summer Jobs Program (2025) and all applicants must meet specific eligibility criteria. For Eligibility Criteria please visithttps://www.canada.ca/en/employment-social-development/services/funding/canada-summer-jobs/screening-eligibility.html

**Preference will be given to students that have a permanent residency in Brampton.

**Various tests and/or exams may be administered as part of the selection criteria.

Interview: Our recruitment process may be completed with video conference technology. If this opportunity matches your interest and experience, please apply online by clicking the button above by January 31, 2025 and complete the attached questionnaire. We thank all applicants; however, only those selected for an interview will be contacted.