Administrative Assistant - Jobs in Tusket, NS

Job Description

The Administrative Assistant (AA) is responsible for the coordination, support and administration of multiple departments. This person is energetic, dynamic and kind, and is seen as a go to person for Administration, Building Inspection, Finance and Public Works. The AA is the first point of contact for residents and can navigate a wide range of requests from both staff and residents.The AA primarily supports the Building Inspector's administrative needs and supports the administration team in varying capacities. The AA will be an effective communicator and will work closely with the Municipal Clerk to ensure the harmonious work between all departments and eagerly seeks to meet resident needs.ResponsibilitiesPosition responsibilities include; but are not limited to:Public Works and Building Inspection(a) Administration of the varied activities of the departmental office, and act as the primary contact person for all matters of Property Inspection and Public Works; By-Law Enforcement and Building Inspection.(b) Perform administrative support functions including, but not limited to; assist in the issuance of development/building permits, correspondence, reports to various Provincial regulators, reports to various Federal agencies;(c) Attend, present information and/or record minutes at meetings, as requested by the Department heads, but primarily minutes of annual wastewater committee meetings;(d) Maintain an up-to-date knowledge of the Municipality's By-Laws and policies, and assist office staff in their decisions related to these by-laws and policies;(e) Either assist or navigate day to day resident needs, become familiar with the wide range of municipal services provided, and provincial and federal services that relate to our service delivery, such as housing grants, or low-income tax rebates.(f) Assist in the enforcement of Municipal By-Laws, by recording and tabulating all complaints;(g) Manage Civic Address Signage policy, in accordance with approved budgets;(h) Assist with the maintenance and updating of database information, complete with, preparation of monthly submissions to Statistics Canada and other governmental agencies;(i) Maintain accurate records and files;(j) Conduct research and prepare periodic reports for the various department Heads;(k) Assist the public with enquiries and the completion of permit applications;(l) Maintain familiarity with Waste Check's initiatives on waste reduction and education;(m) Other duties as required by the Department Heads.Administration and Finance(a) Pick up and drop off municipal mail at the post office daily;(b) Share incoming customer calls, questions and concerns with the taxation collector;(c) Teamwork with Department of Finance, crossover of assistance to and from other departments;(d) Serve as backup for taxation collection during busier collection season.(e) Order office, kitchen and cleaning supplies for the entire team.(f) Ensure residents are informed of office hours and closures for holidays via bulk mail out.QualificationsSecondary Diploma required, concentration in office administration, public administration would be considered an asset.2-3 years' experience as an Administrative Assistant, Executive Assistant, or relevant role, considered an asset.Proficient use of various office-based software including Microsoft Office, and other database management systems.Bilingualism is not mandatory yet considered a significant asset to the execution of the work in the preferred language of our citizens.Work With UsBusy office setting, with demands requiring flexibility and organization.Manual dexterity required to use desktop computer and peripherals.Interacts with staff, and the public.Potential sedentary for long periods, thus we strongly encourage hourly physical activity.May involve repetitive work.While this would be seldom the case, overtime may be required to support evening meetings, and to meet deadlines.Salary will depend on experience and education level and shall be in accordance with the municipal salary range for this position.