Public Works Administrative Assistant

3 weeks ago

Alliston, Canada Township of Adjala-Tosorontio Full time

The Township of Adjala-Tosorontio is seeking a full-time, permanent **Public Works Administrative Assistant.**

The Township of Adjala-Tosorontio is located north of the GTA, at the southwest border of Simcoe County with a population of 11,000 residents and offers rural living with proximity to urban amenities.

Reporting to the Director of Infrastructure and Development or designate, the Public Works Administrative Assistant is responsible for day-to-day administrative coordination of the Public Works department. The position provides administrative support to the Public Works team members and department; deals with customer inquiries and coordinates information for infrastructure, vehicles and equipment maintenance, assists with purchasing, processes work orders and invoices, maintains files and databases, coordinates permit processing.

**Duties & Responsibilities, but not limited to**:

- Prepares and administers requests for quotations and tenders
- Orders municipal signs, replacement civic number signs, clothing for department staff, department office supplies and inventory
- Assists with posting public notices
- Assists with ordering locates as requested for underground infrastructure through Ontario One Call prior to excavation; contacts MOL for trench permits
- Maintains winter maintenance records; contractor information and invoicing; trip sheets and patrol records; compiles information
- Processes outage and damage reports for streetlights; provides contractor list of repairs and work orders as required; provides follow-up, record completion of repairs and confirms and reconciles invoicing for approvals
- Creates work orders for road maintenance; follows up with supervisory staff for completion
- Receives and compiles information for infrastructure maintenance including roads, sidewalks, traffic signs and signals, streetlights, drainage, winter operations, sewers, and trees. Redirects for action and reviews to supervisory staff
- Matches purchase orders, packing slips and tickets against supplier invoices; verifies and codes invoices; arranges for approval and delivery for processing
- Assists to develop, implement, evaluate department procedures
- Assists in coordination of department-specific training
- Maintains records for repairs and maintenance of department vehicles and equipment; processes repair invoicing; creates work orders; tracks fuel deliveries and usage
- Assists with license renewals for department’s vehicles, Municipal CVOR, Municipal Radio licensing and Motor Vehicle Inspection Station requirements
- Assists with annual agreement setups with outside contractors

**Qualifications, Skills & Abilities**:

- College Diploma in office administration or equivalent
- Two years of experience in an administrative role, preferably in a municipal environment
- Experience with purchasing, finance, and data management considered an asset
- Working knowledge of municipal government, public works, fleet and engineering functions, activities and procedures considered an asset
- Knowledge of a Maintenance Management System an asset, preferably CityWide
- Excellent communication, organizational, problem-solving, decision-making, time management, interpersonal, public relations, and customer service skills
- Ability to work independently with mínimal supervisor in a team environment
- Possess a high level of initiative and personal integrity
- Valid Class “G” driver’s licence and reliable vehicle
- Provide satisfactory Criminal Records Check

Annual Salary Range: $46,683 - $58,349 (2024 rate) based on a 35-hour workweek.

The Township offers a comprehensive benefits package, enrollment to OMERS pension plan, Employee & Family Assistance Program, paid personal and sick days.
- The Township of Adjala-Tosorontio is an Equal Opportunity Employer, committed to diversity and inclusivity in employment for a barrier-free workplace. Accommodations are available for all parts of the recruitment, selection &/or assessment process. Applicants need to make their needs known in advance to Human Resources. Personal information collected through the recruitment process will be used solely to determine eligibility for employment and handled in accordance with the Municipal Freedom of Information and Protection of Privacy Act. We thank all those who apply, but only those selected for an interview will be contacted._

**Job Types**: Full-time, Permanent

**Salary**: $46,683.00-$58,349.00 per year

**Benefits**:

- Company pension
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- Paid time off
- Vision care

Schedule:

- Monday to Friday

Work Location: In person

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