Administrative Assistant, Clerk Services (Full-Time)
Hours of work:
35 per week, usually Monday through Friday, 8:30 a.m. to 4:30 p.m.; flexibility in scheduling is necessary as there may be the occasional requirement to attend to functions outside of normal work hours, attend evening and/or weekend meetings, or work overtime as needed
Reporting to the Clerk, the Administrative Assistant, Clerk Services provides confidential administrative support to the Clerk, Mayor and Council, which includes: preparing documents and presentation material; screening incoming correspondence, enquiries and phone calls; mail sorting and distribution; drafting letters; arranging and attending meetings, taking and distributing minutes; maintaining office records; reviewing and coding standard expenditures for the Mayor and Council; coordinating travel arrangements; and, providing administrative support to Clerk Services and elected officials as required. The main duties and responsibilities of the position are in the areas of: administrative functions – Mayor and Council; administrative functions – Clerk Services; customer service; mail preparation and distribution; and, Deputy Division Registrar.
Experience and Qualifications:
- Ontario Secondary School Diploma or equivalent is required; post-Secondary education in office administration, hospitality or business is preferred.
- Minimum one (1) year of related administrative experience, preferably in a municipal environment.
- Completion of or enrolment in the Municipal Administration Program would be an asset.
- Thorough working knowledge of Microsoft Windows and Office applications, and office equipment.
- Excellent communication, organizational, problem-solving, decision making, time management, interpersonal, public relations and customer service skills.
- Ability to multi-task, cope with interruptions and work under pressure to meet multiple deadlines, exercise discretion and good judgment particularly when handling highly confidential/sensitive information. Possess a high level of initiative and personal integrity.
- Knowledge and understanding of Council protocol and municipal functions, current local/corporate/regional issues, and other government processes and functions, as well as that of other local agencies/boards that are closely involved with the Town (e.g., Chamber of Commerce, BIA, Boards of Education, etc.).
- Demonstrated knowledge of the Occupational Health and Safety Act, WHMIS and all provincial legislation and policies that affect municipalities.
- Possess valid Class “G” driver’s license. Ability and willingness to travel within the community and out of town as required.
- Possess a Criminal Records & Judicial Matters Check (Level 2) with results satisfactory to the Employer, and a valid standard first aid and CPR/AED Level “C” certificate (or willing to obtain).