Administrative Assistant (Roads) - Jobs in Kawartha Lakes, ON

Job Description

Job BriefThis position is responsible for front line representation of the department and for providing administrative and clerical services, including financial accounting functions and in some cases, payroll support.Employment Status:Temporary Full-TimeUnion:CUPE 855 InsideOpen To:Internal/External Applicant(s)Closing Date:27/11/22Duration (if temporary):Up to 12 monthsThe City of Kawartha Lakes invites applications to join our team of Administrative Assistants.When you come to work for the City of Kawartha Lakes, you are joining a community of municipal workers who take pride in knowing that every day you are having a positive impact in the community. Our mission is to deliver the highest standards of municipal services while creating a healthy and sustainable future for all Kawartha Lakes’ residents and businesses. We work to our values of Accountability, Respect and Teamwork and we want you to Jump In with us!We are an equal opportunity employer which values equity, diversity, and inclusion in the workplace. We foster a safe and creative work environment, where training and skill development are prioritized, with opportunities and support for career advancement. As a team member at the City of Kawartha Lakes, you may be entitled to the following: flexible work hours, remote and hybrid working arrangements, OMERS pension (defined benefit), employer paid benefits package including short and long term disability income replacement, education reimbursement and other programs that foster innovation, leadership, and career advancement.Job Title Administrative AssistantWage $25.89 - $28.41 hourly (2022)Reports To Executive Assistant, Public WorksDepartment Public Works, RoadsLocation Public WorksHours Normal Working Hours 35 hours per weekOther General office environment. Some travel throughout the City of Kawartha Lakes may be necessary in accordance with job requirements; attend meetings and events as requiredJob Description

• Provide information in response to requests from the public and provides information requiring varying degrees of research and personal contact concerning the Department and its affairs, emphasizing customer service
• Act as a liaison between the public, Council, staff and other public or private agencies, along with maintaining telephone, counter reception, and e-mail communication
• Input payroll data, ensuring accuracy and completeness, check time card data, and maintain employee data records and databases
• Coordinate and track staff vacation requests
• Assist the Manager in preparation and monitoring of budgets for the division
• Review invoices and statements for accuracy related to the department and ensure that all invoices are properly coded, approved by senior staff and forwarded to Accounts Payable for payment
• Act as a division liaison with Finance and generate required purchase orders, change order request, etc.
• Assist with scheduling annual and semi-annual training
• Liaise with Land Management on the preparation of Limited Service Agreements and Boundary Road Agreements
• Receive and prepare road closure applications and oversized/moving and road occupancy permits
• Input annual capital budget requests received from Public Works Divisions
• Responsible for inventory control and input and divisional data collection and input into various departmental and corporate computer systems
• Schedule appointments, meetings, book conferences/workshops, training, etc. and make travel arrangements
• Provide clerical support to various committees, including agenda preparation, printing and distribution, meeting attendance, minute preparation and required follow-up such as correspondence and drafting reports for final approval
• Review all incoming correspondence by mail, fax and courier, obtains background information, and forwards on to the appropriate staff
• Compose letters and correspondence for signature and prepares reports and agreements as required; proof reads for accuracy, grammatical errors and completeness
• Collect and enter statistical data and calculate, and produce reports and statistical information for the Manager
• Maintain and update multiple department databases and provide related information and reports
• Maintain paper and electronic filing systems, including confidential files, and may act as records liaison for the department/division
• Research information and manage/assist with special projects
• Provide backup administrative assistant support to other divisions within the Department
• Support a variety of division related projects, such as research, database management, ordering and distribution of supplies, promotional materials, etc.
• Occasional travel is required to attend meetings and training
• Perform other related duties as assigned

Skills/Education Required

• Post-secondary diploma in Office Administration or a related field
• Minimum 3 years of related experience, preferably in a municipal environment
• Office experience in the specific business of the department is preferred
• Demonstrated professional and ethical responsibility to protect privacy, use confidential information appropriately, treat sensitive situations with appropriate degree of tact and discretion
• Demonstrated customer-service and interpersonal skills at a level to develop and to maintain cooperative/collaborative working relationships both within and outside the organization
• Excellent time-management skills with the ability to prioritize workload and meet deadlines, and the ability to deal with multiple demands
• Excellent written communication skills with attention to detail and accuracy
• Excellent organizational and administrative skills with the ability to work independently and in a team environment
• Ability to demonstrate initiative consistently with commitment to quality improvement
• Demonstrated ability to understand and abide by municipal policies and procedures

Demonstrated proficiency in Microsoft Office, the internet, and any other related softwareApplicants must be prepared for skill testing.Quick Apply

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