Administrative Assistant, Finance (Contract) - Closing April 20, 2025

The Administrative Assistant is responsible for administrative support for the Director, Finance and the Finance Department, including assistance with accounting entries, accounts payable and customer service for the Finance Department.

Term

12 months with the potential of extension

Compensation

35 hours per week, $29.99 to $35.09 per hour

Benefits and Perks

• Optional enrollment in the OMERS Pension Plan from the date of hire
• Work-life Balance Initiatives
• Wellness, Social and Staff Ambassador Committees
• Perks and Savings Partnerships

• Completion of Community College in Business Administration or Accounting
• Three (3) to four (4) years administrative support experience, preferably working for a Senior Manager.
• Municipal experience would be an asset.
• Advanced computer skills including expertise on Outlook Calendar, Email, Word, Excel, PowerPoint and Access database software; experience with accounting/finance software (Microsoft Great Plains), Digital Warehouse, City Wide, and E-Scribe would be an asset.
• Verbal communication skills including courtesy, tact, explanation, judgement, and discretion.
• Written communication skills including grammar/spelling skills for proofreading, editing, and writing of reports/correspondence
• Interpersonal and customer service skills.
• Organizational and time management skills (multi-task).
• Detail orientation.
• Demonstrated ability to strictly maintain the confidentiality of highly sensitive information.
• Flexible and adaptable.

• Perform administrative duties for the Director, Finance and finance staff including support for the purchasing, payables, taxation, utility billing, other invoicing, collections, accounting, contracts, risk and claims management functions.
• Assist the Director, Finance in managing calendar appointments, e-mails, project timelines and deliverables for Council, Staff, and residents.
• Prepare meeting agendas, setup for, attend meetings and take meeting minutes, distribute minutes, track/manage deliverables identified in meetings.
• Develop and/or format correspondence, reports, presentations, By-laws, Resolutions and other documents/information. Receive incoming phone calls 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; including the primary responsibility for the general finance email
• Processes payments (e.g. water bills, taxes, dog tags, bus tickets, etc.) including receiving revenue and issuing receipts; balancing and depositing cash receipts and post-dated cheques.
• Provide backup coverage for the Customer Service Assistant, and Accounts Payable Administrator for vacation, absences, and high volume periods; assist by providing services to the Customers and office staff.
• Administer the office equipment and supplies for the department, including ordering and tracking office supplies, maintenance of office equipment and confirming compliance with purchasing policy.
• Track status of correspondence addressed to the Finance department and copy to applicable internal contacts; gather relevant information from internal contacts; develop consolidated draft response; reviewed by signatory and response issued within established timeline.
• Assist with the review and reconciliation of financial information.
• Administer finance petty cash and reconcile finance department credit card statements.
• Administer the Records Management Information (RIM) system for the department, filing documents both manually and electronically.  Department Sharepoint liaison and super-user
• Coordinate donation requests and administer the Community Grants Program.
• Serve as the department communications liaison; Manage and co-ordinate the insertion of all Department advertisements and information public notices and on the Municipal website.
• Update the Municipal website with information pertaining to the Finance department and post new information as required e.g., Budget, Presentations.
• Co-ordinate meetings for the Director, Finance with internal and external contacts; provide information to attendees as required; arrange food and beverages for meetings as required.
• Conduct research on the internet, in corporate records, external resources etc. as required.
• Register and make travel and accommodation arrangements for Finance staff attending conferences and complete expense reimbursement forms.
• Support continuous improvement and identify appropriate changes to policy and procedures to implement best practices.
• 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, Finance or designate.

Submit an Application

Please submit your cover letter and resume online at Careers - Municipality of Port Hope by Sunday April 20, 2025. 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.