Administrative Assistant, Public Works
3 weeks ago
Job description
Opportunity
This is an exciting opportunity for an administrative assistant to support a busy operational portfolio with a variety of tasks at the municipal office.
**Responsibilities**:
- Provide administrative assistance to the Director of Public Works and senior Public Works staff.
- Assist with the preparation and distribution of correspondence of document
- Communicate with the field operations via phone, text, and two-way radio to ensure prompt response to service requests and emergency conditions.
- Coordinate invoicing with accounts payable for Public Works
- Liaise with suppliers and contractors as needed to ensure coordination of effort.
- Assist with maintenance of the Township website within areas of responsibility.
- Provide support to other Public Works activities; cross-train on booking software, custodial, and swimming processes
- Review and enter activity data into the job cost system to ensure all labour, equipment, and material is recorded and assigned.
- Compile reports for payroll, inventory, general ledger, and billing purposes adhering to strict deadlines.
- Generate billing for activities carried out on District roads.
- Act as entrance coordinator for the municipality by receiving and processing requests for entrance permits to municipal roads.
- Issue permits; collect fees, issues receipts; and prepare and maintain the associated databases
Knowledge, Skills, and Experience
- Post-secondary education in a related field or equivalent experience.
- 3-4 years of administrative experience preferably in a municipal operations environment.
- Strong technological proficiency, including experience with job costing or an Operations Management System (OMS) an asset.
- Ability to communicate effectively and courteously with employees and members of the public, both in person, by telephone, or electronically.
- Highly developed organizational, communication, and interpersonal skills with the ability to cope with competing demands and multiple tasks.
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