Job Description:

Job posting closes: October 10th, 2025, at 5:00pm Yukon Standard Time

At our core, the City of Whitehorse is committed to cultivating an inclusive employee community and workspace, confronting racism and biases for fairness and equity, while advancing reconciliation and accessibility.

The City promotes work life balance for its employees and offers flexible work arrangements, such as work from home and compressed work weeks, subject to applicable administrative directives.

An Eligibility List may be established from this competition – the duration of the eligibility list may be up to 12 months. The eligibility list may be used to fill future permanent full-time, permanent part-time, temporary full-time, temporary part-time, term or casual vacancies within the same department and classification based on the organizational needs by going to the next highest ranked candidate until the eligibility list expires.

This position is covered by a collective agreement between the City of Whitehorse and the Public Service Alliance of Canada/Yukon Employees Union.

The City wishes to thank all applicants for their interest but only those candidates selected to advance in the recruitment will be contacted. Note that only those candidates eligible to legally work in Canada will be considered.

Administrative Assistant, Bylaw

Job Code:120 Department: Bylaw Services

Job Summary:

The incumbent provides front line customer service support and performs general administrative duties.

Duties and Responsibilities:

1. Perform administrative support including:

• Providing front line customer service support;
• Receiving incoming calls;
• Preparing correspondence including letters and reports;
• Processing incoming/outgoing mail;
• Scheduling appointments and meetings;
• Preparing court documents and coordinate trial schedules with City Solicitor and Territorial Court Registry;
• Compiling information on bylaws and department statistics; and
• Drafting reports and department forms.

1. Provide customer service activities including:

• Responding to public inquiries and referring unresolved issues to Supervisor;
• Issuing permits including fire permits and vehicle for hire permits; and
• Maintains front counter procedure manuals.

1. Perform financial support including:

• Calculating fees;
• Receiving payments;
• Issuing, posting and balancing daily cash receipts;
• Preparing invoices and cheque requisitions for refunds;
• Purchasing office materials and supplies and officer kit and clothing.
• Preparing and processing purchasing contracts for materials, services and supplies; and
• Following up on file and court levied fines.

1. Prepare agendas and coordinate various Committee correspondence and inquiries including Street Signs and Traffic Committees.

2. Maintain the department’s content on the City website.

3. Maintain records management and bring forward systems according to established procedures.

4. In conjunction with the Supervisor, Bylaw Services orients all new staff with various departmental procedures and software applications.

5. Assist with special projects as assigned.

6. Follow, as far as is reasonably practicable, safety procedures and standards.

7. Other related duties.

This position contains elements necessary for identification and evaluation of the job. The incumbent may be required to perform other related duties.

Job Requirements:

Working Conditions:

Majority of the work is performed under normal office conditions with frequent site visits at various facilities.

Required Knowledge, Skill and Abilities:

• 1 year Business Administration or related certification.
• 3 years previous related experience and 6 months on-the-job training.
• Advanced Excel and Word (or ability to obtain within 6 months).
• Familiarity with local government functions, responsibilities, legal processes and political structure and process.
• Working knowledge of City bylaws.
• Ability to work and maintain accuracy under pressure, attention to details and meet critical deadlines.
• Ability to work independently in a fast paced environment with little supervision.
• Strong client service orientation and good interpersonal skills.
• Good communication, organizational and multi-tasking skills.
• Notary Public (or ability to obtain within 6 months).

An equivalent combination of education, training and experience may be considered.

Examples of Equipment to Operate:

General office equipment including computer skills to operate software programs related to word processing, spreadsheet, electronic mail, etc.

Accommodation Requests:

Shortlisted candidates who require accommodation or have accessibility needs during the selection process are encouraged to reach out to the Recruiter and make requests to ensure their full participation. The City of Whitehorse is committed to reviewing requests and making arrangements for reasonable accommodation and accessibility requests. You may email to name of recruiter @whitehorse.ca and careers@whitehorse.ca.

Other Details:

Job seekers are required to create an online profile and submit their application electronically through the City's online Applicant system via www.whitehorse.ca/careers. Instructions on applications are provided at https://www.whitehorse.ca/our-government/employment/how-to-apply/. If you have any further questions regarding this posting, please contact the recruiter at HR@whitehorse.ca.

To apply for this position, you are required to submit your resume.

Various tests and/or exams may be administered as part of the recruiting process.

At the time this posting closes, candidates must have valid and current licenses/certifications/education that match the position requirements. Candidates who are selected to continue with the recruiting process will be required to provide proof of qualifications during their interview.