Administrative Assistant, Public Works Admin

Job Brief

This position is responsible for front line representation of the department and for providing administrative and clerical services, including financial accounting functions and in some cases, payroll support.

Wage $29.30 - $31.69 hourly (2024)

Reports To Executive Assistant, Public Works

Department Public Works

Location Lindsay, ON

Hours Normal Working Hours 35 hours per week

Other General office environment. Some travel throughout the City of Kawartha Lakes may be necessary in accordance with job requirements; attend meetings and events as required

NOTE: This posting is open for the first three (3) working days (11:59 pm November 28, 2024) to permanent employees who currently hold this job title. If an Administrative Assistant applies within the first three (3) working days of this posting, the position will be awarded to the most senior Administrative Assistant applicant; otherwise, the seven day posting period will be honoured and all qualified applicants will be considered.

Job Description

• Schedule annual and semi-annual training for roads operations staff
  
• Input landfill deposits into the accounts receivable system and maintain a variety of databases
  
• Liaise with Land Management on the preparation of Limited Service Agreements and Boundary Road Agreements
  
• Input annual capital budget requests received from various departments
  
• Receive, prepare and circulate municipal consents and road closure applications and oversized/moving and road occupancy permits
  
• Provide information in response to requests from the public and provides information requiring varying degrees of research and personal contact concerning the Department and its affairs, emphasizing customer service
  
• Act as a liaison between the public, Council, staff and other public or private agencies, along with maintaining telephone, counter reception, and e-mail communication
• Review invoices and statements for accuracy related to the department and ensure that all invoices are properly coded, approved by senior staff and forwarded to Accounts Payable for payment
  
• Input payroll data, ensuring accuracy and completeness, check time card data, and maintain employee data records and databases
• Act as a division liaison with Finance and generate required purchase orders, change order request, etc.
• Assist with scheduling annual and semi-annual training
• Responsible for inventory control and input and divisional data collection and input into various departmental and corporate computer systems
• Schedule appointments, meetings, book conferences/workshops, training, etc. and make travel arrangements
• Provide clerical support to various committees, including agenda preparation, printing and distribution, meeting attendance, minute preparation and required follow-up such as correspondence and drafting reports for final approval
• Review all incoming correspondence by mail, fax and courier, obtains background information, and forwards on to the appropriate staff
• Compose letters and correspondence for signature and prepares reports and agreements as required; proof reads for accuracy, grammatical errors and completeness
• Collect and enter statistical data and calculate, and produce reports and statistical information for the Manager
• Maintain and update multiple department databases and provide related information and reports
• Maintain paper and electronic filing systems, including confidential files, and may act as records liaison for the department/division
• Research information and manage/assist with special projects
• Provide backup administrative assistant support to other divisions within the Department
• Support a variety of division related projects, such as research, database management, ordering and distribution of supplies, promotional materials, etc.
• Occasional travel is required to attend meetings and training
• Perform other related duties as assigned

Other duties (may be required depending on the department)

• Input payroll data, ensuring accuracy and completeness, check time card data, and maintain employee data records and databases
• Assist the Manager in preparation and monitoring of budgets for the division
• Design and develop forms, slides, manuals, poster-board displays, newsletters, pamphlets and other promotional material for distribution to staff, community professionals and the public, from handwritten or verbal information; determine layout and paste-up design using various word processing, graphic and desktop publishing software packages
• Coordinate and track staff vacation requests

Skills/Education Required

• Post-secondary diploma in Office Administration or a related field
• Minimum 3 years of related administrative office experience
• Office experience in the specific business of the department is preferred
  
• Demonstrated professional and ethical responsibility to protect privacy, use confidential information appropriately, treat sensitive situations with appropriate degree of tact and discretion
• Demonstrated customer-service and interpersonal skills at a level to develop and to maintain cooperative/collaborative working relationships both within and outside the organization
• Excellent time-management skills with the ability to prioritize workload and meet deadlines, and the ability to deal with multiple demands
• Excellent written communication skills with attention to detail and accuracy
• Excellent organizational and administrative skills with the ability to work independently and in a team environment
• Ability to demonstrate initiative consistently with commitment to quality improvement
• Demonstrated ability to understand and abide by municipal policies and procedures
• Demonstrated proficiency in Microsoft Office, the internet, and any other related software

Applicants must be prepared for skill testing.