Administrative Assistant Position Available

The Administrative Assistant shall provide administrative assistance and clerical support to the various municipal departments by assisting with various administrative duties to ensure effective and efficient operations.

• Provide front line customer service.
• Answer varied inquiries, over the phone and at the counter; explain policies and procedures and resolve routine questions or problems independently when possible; refer to appropriate department or staff member where required.
• Responsible for receiving and preparing water samples for shipping to the Health Unit
• Daily posting of mail, picking up mail and preparing all courier packages for pickup.
• Prepare Welcome Packages and Cottage Kits. Prepare for courier as required.
• Provide updates for website to webmaster.
• Type correspondence and documents for the various municipal departments.
• Assist with distribution of job advertisements into local media outlets and employment agencies.
• Order and maintain inventory of supplies.
• Maintain bulletin board, information rack, brochures/flyers and other written material available to the public concerning municipal services and operations.
• Distribute and receive (if required) applications for various departments.
• Assist with preparations for Council meetings and special functions when required.
• Provide research on other area bylaws and policies.
• Responsible for day-to-day operations for Cemeteries.
• Accept, review and issue lottery licenses and reporting.
• Provide additional assistance during municipal elections.
• May perform other duties as assigned.

• Assist with preparation and distribution of applicable RFQ’s, RFT’s and RFP’s
• Preparation of advertisements, flyers and notices pertaining to the department.
• Provide secretarial assistance and report preparation for Council meetings.
• Responsible for the rental bookings for all facilities, maintain a booking schedule, and prepare insurance certificates and submit for required reporting.
• Assist the Swim Program Coordinator with administering of the swim program when required.

• Prepare maps and write letters to customers.

• Resource material on the County ARC or GIS system.
• Assist with preparation and distribution of applicable RFQ’s, RFT’s and RFP’s.
• Provide clerical assistance by drafting and preparing letters when required.
• Assist with administration of entrance permits when required. 

• Issue dog tags, compile list to give to By-law Officer and prepare financial report and summary. 

• •Process septage permit applications. 

• Assist with preparations of applicable invoices for the Fire, Public Works and Parks Departments including facilities and arena.
• Provide additional assistance to the Tax Collector during tax season by assisting with preparation of tax bills for mailing.
• Assist the tax department by answering questions pertaining to taxes, printing off receipts and duplicate tax bills and receive payment for taxes.
• Accept payment of various fees and process cash receipts, including planning department, cemeteries, swimming lessons, arena rentals and community centre fees.
• Prepare bank deposits when required.

• Proficiency in computer applications (including but not limited to Word, Excel, Outlook, and Municipal-specific accounting programs (preference Dynamics GP: Diamond).
• Excellent oral and written communication skills.
• Excellent record keeping skills.
• Knowledge of and skill base in clerical functions is required.
• Basic experience in bookkeeping and financial management is preferable.
• Establish and maintain respectful and effective working relationships with others.
• Ability to maintain confidentiality where mandated or required.
• Ability to maintain attention to detail.

• Grade 12 education with up to 2 years Community College with course work in secretarial/business administration.
• Valid Class G Driver's Licence is an asset.

• Two to three years progressive experience in municipal administration with a thorough knowledge of local government functions.

• Work is performed in a climate-controlled office environment. Incumbent has the ability to move freely to reduce fatigue.
• Frequently spends time reviewing documentation and working on a computer.
• Requires frequent periods of long duration using mental and visual concentration.
• Normal working hours are 35 hours per week, Monday to Friday. Occasional overtime may be required.
• Requires a need for detail and accuracy.
• Exposure to predetermined deadlines, interruptions and setting priorities.
• Deals with difficult customers occasionally.
• Occasional lifting and carrying of items weighing less than 30 pounds (such as office supplies).