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Admin Assistant, Road Maintenance, Operations and

1 month ago

Brampton, Canada City of Brampton Full time

**Job Description**:
**JOB TITLE**:Admin Assistant, Road Maintenance, Operations and Fleet

**DEPARTMENT**:Public Works & Engineering

**POSTING NUMBER**:106464

**NUMBER OF POSITIONS**:1

**JOB **STATUS **& DURATION**:Full Time Permanent

**HOURS OF WORK**:35 hour workweek

**LOCATION**:Hybrid Model*- when working onsite, you will report to the location of WPOC.

**SALARY GRADE**:2

**HIRING SALARY RANGE**:$58,307.00 - $65,596.00 per annum

**MAXIMUM OF SALARY RANGE**:$72,884.00 per annum

**JOB TYPE**:Management and Administration

**POS**TING DATE**:December 2, 2024

**CLOSING DATE**:December 6, 2024

**AREA OF RESPONSIBILITY**:
Reporting to the Director of Road Maintenance, Operations and Fleet Division this role provides administrative and communication coordination to the Office of the Director and managers within the division. Coordinates daily administrative tasks to maintain efficient operations of the division, including the handling of confidential and contentious matters.
- Manages the Director’s calendar by coordinating, prioritizing and reconciling multiple meeting requests.
- Assists Managers with calendar and time management, preparation of files for meetings, receiving and directing incoming inquiries.
- Researches available sources including the web and other like organizations to provide informational and statistical material on an as required basis.
- Composes and formats corporate reports, letters, communiques, memos, agendas, and minutes for the Director and Managers, as required.
- Performs divisional management (non-union) payroll functions, including data entry, co-ordination of time sheets and vacation schedules.
- Manages the general and confidential files of the division.
- Ensures all MasterCard reconciliations for Director, Managers and Supervisors MasterCard reconciliations are submitted for appropriate approvals and processing according to the Purchasing By-law and P-Card Program.
- Schedules various meetings including management meetings and other high priority meetings to meet division and corporate goals; including preparation of agendas and minutes for distribution.
- Liaises with other operating divisions on matters.
- Provide internal and external customer service by processing and responding to a variety of inquiries and service requests; while adhering to corporate service standards.
- Creates word documents, excel spreadsheet, and PowerPoint presentations and other documents for the division as requested.
- Acts as backup for clerical staff as required.
- Logs and distributes Director’s mail, and makes arrangements for courier services.
- All other related duties as assigned.

**SELECTION CRITERIA**:
**EDUCATION**:

- Certificate or Diploma in Administration, or equivalent

**EXPERIENCE**:

- Minimum three years’ experience in an administrative role preferably in public sector

**OTHER SKILLS AND ASSETS**:

- General knowledge of human resources and legal functions
- Experience in a municipal environment would be an asset
- Strong communication, written and oral
- Strong organizational skills, well organized to prioritize tasks and meet critical deadlines.
- Professional attitude and strong interpersonal and public relations skills.
- Ability to work with confidential and sensitive information
- Ability to work well independently and in a team environment
- Ability to deal effectively with the general public, professional staff, consultants and outside service providers
- **_Various tests and/or exams may _be administered_ as part of the selection criteria._

**Interview**:Our recruitment process may be completed with video conference technology.

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