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Drainage Services

4 months ago

Belle River, Canada Municipality of Lakeshore Full time

**Position**: Temp Administrative Assistant - Capital Projects (including Drainage) Temporary until August 2024

**Salary**: $30.04 to $35.14/hr

**Union**: CUPE

**Reports to**: Division Leader - Drainage, Division Leader - Capital Projects

**Purpose of Position**:
This position is responsible for performing a variety of clerical duties to administratively support the efficient and effective operation of the Capital Projects Division including Drainage.

**Qualifications & Experience**:

- 1 year college diploma in Office Administration or combination of related discipline and experience
- 1 year of experience in an office environment or a combination of education and related experience
- Satisfactory police clearance

**Knowledge & Skills**:

- Demonstrate proficiency in Microsoft Office programs including but not limited to Word, Excel and Powerpoint
- Knowledge and use of office equipment including a computer, photocopier, laminator, projector, phone network system, etc.
- Strong verbal and written communication skills to properly communicate with the public and fellow staff members
- Organizational skills to meet deadlines
- Demonstrated proficiency in addressing questions of the public with tact and professionalism
- Knowledge of the Municipal bylaws would be an asset
- Understanding and reading blue prints would be an asset
- Proficiency in CityWorks, CityView, Escribe, Laserfiche, financial software, GIS, internet, etc would be an asset

**Major Responsibilities**:

- Perform administrative duties such as filing, data entry, mail, agenda prep, meeting prep, meeting minutes, information gathering for reports and tenders, etc,
- Maintain corporate electronic and paper filing systems and file documents as required
- Run all GL’s for Drain Tracker schedules for all maintenance projects that were completed in that particular year for leadership review.
- Input schedule for engineer reports once capital projects completed into DrainTracker and advises Treasury department of entry.
- Provide administrative support for the tender process
- Draft by-laws for every drainage report that is submitted from the engineer.
- Data entry into various databases, software, excel, inventory, etc.
- Photocopy, scan or and laserfiche as required
- Schedule meetings appointments, training, etc as requested
- Prepare and code invoices for leadership approval
- Maintain database in order to allow for tracking, information and report preparation including data entry in spreadsheets
- Scribe minutes at meetings
- Prepare and distribute circulations
- Review completion of various forms
- Compile data for response to various requests
- Take messages
- Observe all Municipal policies, procedures, occupational health and safety practices, legislation and regulations, and Municipal by-laws.
- Provide customer service as required.
- Provide backup to the Public Service Unit for the phones and other general inquires
- Other duties as assigned

**Decision Making and Judgement**:

- Work is performed under the general direction of the Division Leaders and or Team Leader.
- Work is approved or reviewed by Division Leaders.
- Expected to comply with confidentiality procedures when handling information

Physical Skill and Effort
- Sitting, standing, bending, keyboarding

**Interaction Level**:Internal**:

- Daily contact with office staff and management

External
- Handle questions from the public and provide information
- Daily contact with public to provide information

**Working Conditions**:
Environment
- Works within an office environment

Control over Work Schedule
- 8:30 a.m. to 4:30 p.m. (35 hours per week).
- Overtime as specified in the Collective Agreement with CUPE Local 702.4

**Updated**: July 2021

Core Competencies
Organizational & filing skills Accuracy & Attention to Detail Professionalism
Cooperation Multitasking Prioritization
Customer Service