Administrative Assistant, Finance
About the role
Administrative Assistant, Finance
6 Month Temporary Assignment
Department: Finance
Classification: 6 Month Temporary Opportunity
Affiliation: Non-Union
Shift/Hours: Monday – Friday, 8:30 am – 4:30 pm, 35 hours per week
Salary Range: $75,602.80 to $83,811.00 annually
Work Location: City Hall, One the Esplanade South, Pickering, ON
Date Posted: Thursday, August 14, 2025
Deadline to Apply: Thursday, August 21, 2025 by 12:00 noon
Job Summary
Performs administrative support duties for the Director to enhance the efficiency and responsiveness of the office. Responsibilities include frequent contact with Members of Council, all levels of staff, members of the public and outside agencies in determining the nature of their enquiries, providing referral assistance as required and responding to complaints. Support the Departments’ Division Head and Managers with administrative needs as required.
Primary Responsibilities
- Receives all documents and correspondence addressed to the Director and others within the Department, and forwards all correspondence, reports, or requests for information to the appropriate individuals.
- Conducts research, compiles data, prepares and summarizes reports and other information for review.
- Provides pertinent background information for briefing purposes at Council, Executive Committee, management meetings and meetings with outside agencies, members of the public, or business representatives of other organizations.
- Types and composes a variety of correspondence, reports, and other material from general instructions, rough drafts, or dictation, exercising judgment and discretion regarding the information being processed; ensuring adherence to Communication Procedures, Writing Guide, are typographically correct, and complete prior to submission.
- Initiates, prepares, and tracks employment requisitions and action notices for the Department.
- Maintains accurate detailed records relating to attendance, vacation, sick and lieu time for the Department. Generates reports and prepares timesheets as required.
- Assists the Department with various administrative and office management operations including budget control, preparation of statistical and operating reports and the annual budget.
- Manages and coordinates the Director’s business schedule by arranging meetings, scheduling appointments and making travel arrangements.
- Prepares agendas for, and attends, records and distributes minutes of meetings.
- Communicates with staff, members of the public and outside agencies verbally or in writing on behalf of the Director. Screens and directs telephone calls, responds to general enquiries and complaints and initiates action where appropriate to resolve issues.
- Develops, manages and maintains an effective filing system, controlling access to files and other confidential information. Oversees the retention of files for the Department in accordance with the record retention policy.
- Responsible for maintaining original Spending Authority Control records and communicating requirements with all Departments.
- Additional secondary responsibilities may apply and will be outlined in the Job Description, which will be provided to candidates selected for an interview.
Education and Experience
- Successful completion of an Office Administration Diploma or equivalent.
- Three years related work experience in a position of similar scope and responsibility providing senior level administrative support. Experience working in a municipal environment with knowledge of budget processes would be an asset.
- Experience using specialized computer applications related to accounting, budgeting, purchasing, SAP, and FMW software is an asset
Knowledge, Skills and Abilities
- Demonstrable knowledge of MS office software products including Word, Excel, PowerPoint and Outlook.
- Demonstrated working knowledge of financial processes and budget administration.
- Strong minute taking skills.
- Well developed organizational, interpersonal, customer service and communication (written and oral in English) skills to express self clearly and concisely.
- Proven ability to prioritize, work independently under own initiative within established policies and procedures.
- Ability to establish and maintain productive business relationships.
- Ability to preserve confidential information and recognize politically sensitive issues and bring matters of priority to Supervisors’ attention.
- Must be willing to work irregular hours, including evenings.
- Must be prepared to undergo a Criminal Reference Check as a condition of employment.
Qualified candidates may complete an online application form where you will be required to upload your resume and cover letter (PDFs only). We thank all applicants for their interest, however, only those selected for an interview will be contacted. In accordance with the Municipal Freedom of Information and Protection of Privacy Act, personal information is collected under the authority of the Municipal Act and is used for the purpose of candidate selection.
The City of Pickering is committed to inclusive and barrier-free employment practices, and to creating a workplace that reflects and supports the diversity of the community we serve. Accommodations are available throughout the recruitment process in accordance with the Accessibility for Ontarians with Disabilities Act. Accessible formats and supports can be requested. For assistance, please contact the Human Resources Department at 905.420.4627 or hr@pickering.ca.
About City of Pickering | Pickering Museum Village
The City of Pickering is committed to creating an equitable, diverse and inclusive workplace and strives to foster a sense of belonging, empowerment and respect among all employees and community members. We recognize and value that diverse perspectives, skills, backgrounds, and lived experiences contribute to the growth and strength of our organization and community. As such, we welcome and encourage applications from Indigenous Peoples and equity-deserving communities including women, persons with disabilities, racialized persons, persons who identify as 2SLGBTQI+, and other diverse communities.
Administrative Assistant, Finance
About the role
Administrative Assistant, Finance
6 Month Temporary Assignment
Department: Finance
Classification: 6 Month Temporary Opportunity
Affiliation: Non-Union
Shift/Hours: Monday – Friday, 8:30 am – 4:30 pm, 35 hours per week
Salary Range: $75,602.80 to $83,811.00 annually
Work Location: City Hall, One the Esplanade South, Pickering, ON
Date Posted: Thursday, August 14, 2025
Deadline to Apply: Thursday, August 21, 2025 by 12:00 noon
Job Summary
Performs administrative support duties for the Director to enhance the efficiency and responsiveness of the office. Responsibilities include frequent contact with Members of Council, all levels of staff, members of the public and outside agencies in determining the nature of their enquiries, providing referral assistance as required and responding to complaints. Support the Departments’ Division Head and Managers with administrative needs as required.
Primary Responsibilities
- Receives all documents and correspondence addressed to the Director and others within the Department, and forwards all correspondence, reports, or requests for information to the appropriate individuals.
- Conducts research, compiles data, prepares and summarizes reports and other information for review.
- Provides pertinent background information for briefing purposes at Council, Executive Committee, management meetings and meetings with outside agencies, members of the public, or business representatives of other organizations.
- Types and composes a variety of correspondence, reports, and other material from general instructions, rough drafts, or dictation, exercising judgment and discretion regarding the information being processed; ensuring adherence to Communication Procedures, Writing Guide, are typographically correct, and complete prior to submission.
- Initiates, prepares, and tracks employment requisitions and action notices for the Department.
- Maintains accurate detailed records relating to attendance, vacation, sick and lieu time for the Department. Generates reports and prepares timesheets as required.
- Assists the Department with various administrative and office management operations including budget control, preparation of statistical and operating reports and the annual budget.
- Manages and coordinates the Director’s business schedule by arranging meetings, scheduling appointments and making travel arrangements.
- Prepares agendas for, and attends, records and distributes minutes of meetings.
- Communicates with staff, members of the public and outside agencies verbally or in writing on behalf of the Director. Screens and directs telephone calls, responds to general enquiries and complaints and initiates action where appropriate to resolve issues.
- Develops, manages and maintains an effective filing system, controlling access to files and other confidential information. Oversees the retention of files for the Department in accordance with the record retention policy.
- Responsible for maintaining original Spending Authority Control records and communicating requirements with all Departments.
- Additional secondary responsibilities may apply and will be outlined in the Job Description, which will be provided to candidates selected for an interview.
Education and Experience
- Successful completion of an Office Administration Diploma or equivalent.
- Three years related work experience in a position of similar scope and responsibility providing senior level administrative support. Experience working in a municipal environment with knowledge of budget processes would be an asset.
- Experience using specialized computer applications related to accounting, budgeting, purchasing, SAP, and FMW software is an asset
Knowledge, Skills and Abilities
- Demonstrable knowledge of MS office software products including Word, Excel, PowerPoint and Outlook.
- Demonstrated working knowledge of financial processes and budget administration.
- Strong minute taking skills.
- Well developed organizational, interpersonal, customer service and communication (written and oral in English) skills to express self clearly and concisely.
- Proven ability to prioritize, work independently under own initiative within established policies and procedures.
- Ability to establish and maintain productive business relationships.
- Ability to preserve confidential information and recognize politically sensitive issues and bring matters of priority to Supervisors’ attention.
- Must be willing to work irregular hours, including evenings.
- Must be prepared to undergo a Criminal Reference Check as a condition of employment.
Qualified candidates may complete an online application form where you will be required to upload your resume and cover letter (PDFs only). We thank all applicants for their interest, however, only those selected for an interview will be contacted. In accordance with the Municipal Freedom of Information and Protection of Privacy Act, personal information is collected under the authority of the Municipal Act and is used for the purpose of candidate selection.
The City of Pickering is committed to inclusive and barrier-free employment practices, and to creating a workplace that reflects and supports the diversity of the community we serve. Accommodations are available throughout the recruitment process in accordance with the Accessibility for Ontarians with Disabilities Act. Accessible formats and supports can be requested. For assistance, please contact the Human Resources Department at 905.420.4627 or hr@pickering.ca.
About City of Pickering | Pickering Museum Village
The City of Pickering is committed to creating an equitable, diverse and inclusive workplace and strives to foster a sense of belonging, empowerment and respect among all employees and community members. We recognize and value that diverse perspectives, skills, backgrounds, and lived experiences contribute to the growth and strength of our organization and community. As such, we welcome and encourage applications from Indigenous Peoples and equity-deserving communities including women, persons with disabilities, racialized persons, persons who identify as 2SLGBTQI+, and other diverse communities.