Administrative Assistant - Works & Engineering - Closing Friday July 19, 2024

Port Hope, ON, Canada
Full Time
Entry Level

The Administrative Assistant, Works and Engineering is responsible to provide administrative and clerical support to the Director of Works and Engineering (W&E) and management staff; various Boards and Committees; provide reception and customer service to the public pertaining to Municipal services and W&E issues.

Compensation

35 hours per week, $53,257 - $62,304 per annum 

Benefits and Perks

  • Employer paid Group Health, Dental and Life Insurance after three months of employment
  • OMERS Pension Plan from the date of hire
  • Professional Development and Skill Based Training Opportunities
  • Alternate Work Arrangements
  • Wellness, Social and Staff Ambassador Committees
  • Employee and Family Assistance Plan
  • Perks and Savings Partnerships
Qualifications
  • Completion of Community College in Business Administration or related field.
  • Three (3) to four (4) years administrative support experience, preferably working for a Senior Manager.
  • Public Relations training would be an asset.
  • Advanced computer skills including Email, Word, Excel, Powerpoint, Adobe Suite, and Citywide.
  • Verbal communication skills including courtesy, tact and explanation.
  • Written communication skills including grammar/spelling skills; proofreading skills.
  • Interpersonal and customer service skills.
  • Organizational and time management skills.
  • Flexible and adaptable.
  • Detail orientation and high level of confidentiality.
Responsibilities
  • Provide administrative and clerical support to the Works and Engineering department, including operations in all divisions, including typing, taking and transcribing minutes of meetings, development of and maintenance of database information; photocopying, scanning, faxing, filing, formatting of documents, distribution of information, ordering supplies, mail and courier service administration, research information; relay communications on behalf of staff; arrange meetings.
  • Receive and respond to incoming phone calls and emails from the public and greet the public visiting the office; address inquiries regarding Municipal services, provide information, licenses, permits and receive payments for Municipal services and/or direct as appropriate to department/contact
  • Schedule meetings in the Works and Engineering Director or Manager’s calendar to ensure attendance where needed, ensure staff have supplies required for the meeting, create agendas and take meeting minutes, edit information before distribution of documents.
  • Research information, analyze content for requirements, compile and consolidate findings to Works and Engineering management. Ensure staff have permissions access to required information (budget information, drive access, logins and passwords to required sites). Create staff reports and create or collect associated material.
  • Ensure resident’s customer service needs are met and concerns are responded to appropriately, including follow up with Supervisor/Manager across divisions. Record work orders, follow-up, and process payments, and provide residents procedural direction and assistance as required.
  • Develop reports, Policies and By-laws at the request of the Director of Works and Engineering, consistent with applicable Regulations and procedures. 
  • Coordinate grant submissions, review the guidelines, collect background material, support and complete applications for grant submissions with expert assistance where required.
  • Assist with the administration and management of confidential employee communications, record keeping and employee related reporting functions e.g. payroll, vacation.
  • Collaborate with internal and external professionals as well as department Managers on special projects.
  • Co-ordinate utility locate requests and coordinate the installation requirements for new utilities including Municipal access agreements.
  • Assists with Occupational Health and Safety requirements and improving and maintaining standard operating procedures for the W&E Department.
  • Receives and processes entrance, road occupancy and other permits, as well as road closure requests, both scheduled and in emergency situations.
  • Provide backup coverage for the Administrative Assistant, Parks Recreation and Culture for vacation, absences and breaks; assist by providing services to the Customers and office staff.
  • Adhere to high standards of ethical behaviour and demonstrate their understanding that their personal actions impact the public’s perception of the Municipality.
  • Perform other duties as assigned by the Director, Works and Engineering or designate.

Submit an Application

Please submit your cover letter and resume online at Careers - Municipality of Port Hope by Friday July 19, 2024. Interviews may be scheduled in advance of the closing date. 

Recruitment Process

The Municipality of Port Hope is a progressive employer who believes a diverse and inclusive workplace strengthens the team and fosters an environment where everyone feels as though they belong and their dignity, beliefs and identity are respected.

We are committed to creating and sustaining an environment that provides a supportive workplace and equal opportunity for all employees. Accommodations can be requested throughout the recruitment process in accordance with the Accessibility for Ontarians with Disabilities Act.

Applications will be reviewed, and interviews may be scheduled prior to the job posting closing date. All applicants will receive an automated email confirming the submission of their application, but only those candidates selected for an interview will be further contacted by Human Resources.

Personal information is collected under the authority of the Municipal Freedom of Information and Protection of Privacy Act and the Municipal Act, as amended.

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