Administrative Assistant

Job summary

The Administrative Assistant provides secretarial and administrative support to Public Works Services, including dispatching staff and managing financial tracking systems. They also coordinate payroll, maintain departmental records, and handle customer service inquiries.

Job details

Job Description Reporting to the Manager, Water/Waste Water and working closely with the Supervisors, the Administrative Assistant is responsible for providing administrative and secretarial support to Public Works Services; liaises with Customer Service, delivers customer service activities and information to external and internal customers and users of Town Services; Dispatches staff to emergency and routine situations; Using a computerized financial tracking system creates work orders, tracks asset management, equipment entry, extracts data and runs financial reports; Coordinates support for payroll, various programs, special events, payment of invoices, cheque requests and reconciling of Visa statements; Maintains computerized department records and confidential files; Updates web content for the department; Maintains office supplies and equipment. Job Requirements Post secondary diploma in Office Administration, Business Administration or a program in or related discipline, and/or combined with equivalent demonstrated experience. Demonstrated senior secretarial experience in a municipal environment. Demonstrated experience in a municipal office environment with multi service provision and/or a broad knowledge of a variety of municipal services and familiarity of applicable legislation with an understanding of the other various levels of government and associations and their relationship to the Municipality, including regional, provincial and federal. Demonstrates outstanding customer service skills with an ability to maintain composure regardless of the demands of the environment. Demonstrated ability to work as a team member as well as the ability to work independently and with minimum or no supervision to meet deadlines, perform multiple tasks and to respect confidentiality. A high level of proficiency in a computerized environment including Microsoft Office (Word, Excel, Outlook); CRM (Heat Tickets), PVC Net Procard Program (Visa) and the GIS; and other aspects of an automated office environment. Demonstrated high level of ability to effectively use JD Edwards (Work Orders, Time Entry, Equipment Entry, Asset Management, Material issues, Purchasing, Financial Reports). Excellent interpersonal relations, negotiating, organization, analytical and problem/complaint resolution skills. Demonstrated excellent written and verbal communication skills; attention to detail and accuracy is necessary as is a strong comfort level with numerical responsibilities including payroll and accounting. Demonstrated time management skills with ability to prioritize demands, meet customer service standards and deadlines. Previous experience requiring a high level of multi-tasking. Excellent research skills to support the completion of information and assist in the preparation of reports, correspondence and purchasing of materials and supplies. Availability to work overtime as required.

What you’ll do

The Administrative Assistant provides secretarial and administrative support to Public Works Services, including dispatching staff and managing financial tracking systems. They also coordinate payroll, maintain departmental records, and handle customer service inquiries.

Requirements

Candidates must possess a post-secondary diploma in Office or Business Administration and demonstrate senior secretarial experience in a municipal environment. Proficiency in Microsoft Office, JD Edwards, and strong interpersonal and analytical skills are required.

Listed skills

• Time management · Preferred
• Customer service · Preferred
• Asset Management · Preferred
• Administrative Support · Preferred
• record keeping · Preferred
• Microsoft Office · Preferred
• Data entry · Preferred
• Communication Skills · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative support
• Customer service
• Financial tracking
• Work order management
• Payroll coordination
• Asset management
• Data entry
• Microsoft Office
• JD Edwards
• GIS
• Time management
• Problem resolution
• Communication skills
• Record keeping
• Purchasing
• Research

Job areas

• Administrative
• Government & Public Sector
• Customer Service & Support
• Finance & Accounting