Administrative Assistant

3 weeks ago

Burk's Falls, Canada Village of Burk's Falls Full time

POSITION DESCRIPTION

JOB TITLE: Administrative Assistant 2024

REPORTS TO: Clerk-Administrator STATUS: Full Time

DEPARTMENT: Municipal Office TYPE: Hourly

PURPOSE OF POSITION:

The Administrative Assistant is responsible for providing administrative and clerical services in order to ensure effective and efficient municipal operations. The position is the first contact for the village and starts communications whether over the phone or in person. The position also takes on responsibilities from April to mid-August annually for summer minor sports and recreation programming.

QUALIFICATIONS:

The ideal candidate will possess a high school diploma. Office administration experience would be considered an asset. Proficiency and sound knowledge of computer software required. Candidate should have previous or relevant leadership experience in a similar setting, excellent understanding of customer service, health and safety and public speaking, experience with program development and execution for all ages. Must be able to work in a team environment as well as independently, maintain professionalism, and possess strong interpersonal and organizational skills. A current standard level First Aid/CPR or willing to take. A vulnerable person’s police reference check will be required upon hire.

TO APPLY:

Please submit your resume with covering letter before 4:00 p.m. on May 9, 2024 identify, “Administrative Assistant”

Village of Burk’s Falls Municipal Office

172 Ontario Street, Burk’s Falls, P0A 1C0

Or

during normal office hours

Or

by email at clerk@burksfalls.ca

Only those selected for an interview will be contacted. In accordance with the Ontario Human Rights Code and Accessibility for Ontarians with Disabilities Act please advise us of any accessibility needs required throughout the process. Personal information provided by the applicants is collected under the authority of the Municipal Act, 2001 and will be used for candidate selection only.

RESPONSIBIITIES AND DUTIES:

I. Performing general administrative tasks to ensure smooth operations by:

  • Greeting the public, answering questions, providing assistance with concerns and directing customers to the correct individual
  • Assisting department heads in drafting letters, booking training, and research as assigned
  • Conducting monthly health and safety inspections within municipal office
  • Preparing monthly newsletters and developing promotional material, updating municipal communications both manual and digital
  • Assisting office staff with assigned projects
  • Distributing outgoing / incoming mail and/or parcels
  • Maintaining an adequate inventory of office and cleaning supplies for municipal operations
  • Assisting with filing, typing, copying, binding, and scanning

II. Recreation responsibilities

  • Assisting with municipal programs including theatre, recreation, and other community events
  • Organizing registrations, teams, sponsors and coaches and managing the summer minor sports and recreation programs, including but not limited to minor baseball and soccer
  • Preparing Recreation committee agenda packages, taking detailed notes and meeting minutes as assigned
  • Assisting and facilitating Recreation Committee in executing recommendations to

Council

III. Performing other associated duties as required.

POSITION SPECIFICATIONS:

Education
Completion of High School
Office Administration Certificate considered an asset

Experience
Office administration experience would be considered an asset.
Sound knowledge of computer software essential

Abilities/skills
Good customer service skills
Proficiency with computer software

Judgement
Problems faced on the job tend to be somewhat routine with infrequent new problem situations. Decisions are made from a number of known alternatives, guides or precedents.
Unusual problems are usually referred to someone else. Some choice of independent action or judgement.

Contact
Contacts primarily require the ability to identify and respond to basic needs or requests.
Contacts may be both inside and outside the organization. Tact and diplomacy may be required to deal with minor conflicts/complaints. Generally the incumbent can refer or confer on a difficult or challenging situation. Position works with all ages and occasionally in group sessions as leader of programs

Mental Effort
Tasks are generally detailed oriented, routine with frequent interruptions. Continuous computer work is involved and low concentration is required for data entry.

Physical Effort
The position requires sitting for moderate time periods with frequent standing throughout the day. Vision often focuses between reading and data entry. Lifting 30 lbs maximum is seldom required. Summer programs requires physical effort as coach of minor sport team including running.

Resources
Works with information/data/files that are mostly straightforward with clear rules for location or retrieval. Records and stores in existing systems or formats (e.g. guides or computer files).

Policies and Personnel
Provides informal training or instruction to co-workers.

Material Resources
Most of the time work indirectly affects the safety, well-being or interests of user groups. Has limited responsibility for the ultimate outcome for recreation duties.

Finances
Infrequently position is involved in minor financial matters, typically on a relief basis.
Position does accept payment at front counter.

Working Conditions and Hazards
The position is full-time, two week pay period with one half hour unpaid lunch leave daily.
Shifts require flexibility to meet job requirements and may be during the day, day into evening and on weekends. Typical conditions are such that a minor risk of injury, harm or illness to the incumbent could occur. The majority of the working environment is an office with seldom overtime requirements for meetings. During the months of May, June and July position works some shifts outside for summer recreation programming.

Job Type: Full-time

Pay: $22.88-$26.57 per hour

Benefits:

  • Dental care
  • Extended health care
  • Paid time off

Schedule:

  • Day shift
  • Evening shift
  • Monday to Friday
  • Weekends as needed

Work Location: In person

Application deadline: 2024-05-09
Expected start date: 2024-05-27

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