Administrative Assistant

4 weeks ago

White City, Canada Town of White City Full time

**Position Summary**

The Administrative Assistant plays a crucial role as the initial point of contact, ensuring a welcoming and customer-centric approach when addressing public inquiries. The primary responsibilities encompass redirecting inquiries appropriately and facilitating payments on behalf of the Town. This position also entails providing essential support to the Office Manager in the efficient management of the Town of White City's Business Operations. Areas of focus for the Business Operations team include records management, fostering staff morale and development, ensuring a functional working environment, overseeing building maintenance and safety, and handling all essential general business processes.

The Administrative Assistant's role demands a balance between working independently and collaborating seamlessly with colleagues. The ability to initiate and self-manage numerous tasks is crucial. This individual should also demonstrate a proactive attitude, readily assisting other office members as required. Additionally, the role involves the performance of routine, daily tasks alongside the capacity to transition between various responsibilities effortlessly. This role requires a dependable professional who can maintain a consistent level of performance across both routine and dynamically shifting responsibilities.

**Term and Compensation**:
The Town offers competitive salaries, benefits and a comprehensive defined-benefit pension plan.

Hours of Work: Monday to Friday from 8:00 a.m. to 5:00 p.m. 40 hours per week with Earned Day Off every three weeks.
Employment Term: Permanent Full-Time

The Town of White City also provides the following benefits:

- Professional Development: Annual group professional development and annual individual professional development budget to advance your skills.
- Statutory Holidays: In addition to the ten legislated statutory holidays, the Town of White City observes two additional paid statutory holidays.
- Vacation: Standard three-weeks vacation.
- Banked Time: Opportunity to bank overtime to use at a later date.
- Earned Day Off: Paid earned day off every three weeks.

**Key Duties and Responsibilities**:

- Warmly greet visitors and handle incoming calls with professionalism;
- Appropriately direct inquiries to relevant individuals or departments within the organization;
- Address resident concerns in a friendly and attentive manner;
- Utilize the Town's accounting system to receive payments accurately;
- Manage the procurement and replenishment of office and kitchen supplies as needed;
- Maintain orderly and well-organized paper and electronic office records;
- Handle both incoming and outgoing mail, including priority post, packages, and courier services;
- Perform tasks such as typing forms, letters, data entry, and proofreading;
- Ensure the reception area remains tidy and inviting at all times;
- Oversee and coordinate preventative maintenance for office and building equipment;
- Aid in planning and organizing staff events and major meetings;
- Arrange and schedule meetings in boardrooms, ensuring proper presentation equipment setup;
- Acquire a thorough understanding of local bylaws to effectively respond to inquiries;
- Respect the confidentiality of sensitive information; and
- Adhere to the Local Authorities Freedom of Information and Privacy Act, as well as provincial and federal privacy legislation.

**Required Knowledge, Skills and Abilities**:

- Prior experience in customer service is essential.
- Proficient in defusing difficult situations and delivering exceptional customer service.
- Exceptional telephone etiquette and strong interpersonal skills.
- Deep commitment to providing outstanding customer service.
- Effective written and verbal communication skills.
- Strong time management abilities and skillful task prioritization.
- Familiarity with the dynamic and fluid nature of an office environment; willingness to approach any task with an open and flexible mindset.

**Education & Experience Requirements**:

- While Post-Secondary training or equivalent experience is valued, it is not required.
- Municipal government experience is an asset but not required.

**Working Conditions**:

- Working Hours: Monday to Friday, 8:00 AM to 5:00 PM with Earned Day Off every three weeks.
- Regular interaction with White City residents and the general public.
- Operation of computer systems and related peripherals.
- Extended periods of seated work.
- Working in a busy environment with frequent interruptions.
- Occasional travel may be required.

**Salary**: $39,000.00-$45,000.00 per year

Schedule:

- Monday to Friday

Ability to commute/relocate:

- White City, SK S4L 1B2: reliably commute or plan to relocate before starting work (required)

Work Location: In person

Application deadline: 2023-09-04

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