Administrative Assistant, Public Works (Full-Time)
Hours of work:
35 hours per week, usually Monday through Friday; flexibility in scheduling is necessary as there may be the occasional requirement to attend to functions outside of normal work hours, change shifts to work evenings or weekends to accommodate high volume periods or for after-hours customer service initiatives, or to work overtime as needed.
Reporting to the Manager, Public Works (PW), the Administrative Assistant, PW is responsible for the day-to-day administrative coordination of the division. The position provides administrative support to the Manager and division staff; deals with customer enquiries and coordinates information for infrastructure, vehicle and equipment maintenance, assists with division purchasing, processes work orders and invoices, maintains division files and databases, coordinates permit processing, responds to enquiries, records and dispatches information and compiles claims records and costs. The main duties and responsibilities are in the areas of PW support, administrative support, and other division functions.
Experience and Qualifications:
- Post-Secondary education, including business, office administration and computer courses.
- Completion of Municipal Administration Program an asset.
- Two (2) years’ of related administration experience, preferably in a municipal environment. Experience with purchasing or finance an asset.
- Thorough working knowledge of municipal government, public works, fleet and engineering functions, activities and procedures.
- Excellent administrative, communication, interpersonal, organizational, time management, and public relations skills, together with the ability to use tact and discretion and to deal courteously and effectively with the public and fellow staff members.
- 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.
- Thorough working knowledge of Windows and Microsoft Office applications, database management, and office equipment. Knowledge of Great Plains, WorkTech, and CityView software an asset.
- Valid Class “G” driver’s license and reliable vehicle to use on corporate business. Ability and willingness to travel within the community as required.
- Possess a current Criminal Record & Judicial Matters Check (Level 2) with results satisfactory to the employer, and a valid standard first aid & CPR/AED Level C certification (or willing to obtain).