Administrative Assistant

2 months ago

Kawartha Lakes, Canada City of Kawartha Lakes Full time

**Job Brief**:
This position is responsible for front line representation of the department and for providing administrative and clerical services, including financial accounting functions and in some cases, payroll support.
- Employment Status:
**Temporary Full-Time**
- Union:
**CUPE 855 Inside**
- Open To:
**Internal/External Applicant(s)**
- Closing Date:
**29/10/2024**
- Duration (if temporary):
**Up to 12 months**

Wage $29.30 - $31.69 hourly (2024)

Reports To Executive Assistant, Development Services

Department Development Services

Location Planning Division

Hours Normal Working Hours 35 hours per week

Other General office environment. Some travel throughout the City of Kawartha Lakes may be necessary in accordance with job requirements; attend meetings and events as required

**NOTE: This posting is open for the first three (3) working days (11:59 pm October 23, 2024**) to permanent employees who currently hold this job title. If an Administrative Assistant applies within the first three (3) working days of this posting, the position will be awarded to the most senior Administrative Assistant applicant; otherwise, the seven day posting period will be honoured and all qualified applicants will be considered.**
- Provide information in response to requests from the public and provides information requiring varying degrees of research and personal contact concerning the Department and its affairs, emphasizing customer service
- Review invoices and statements for accuracy related to the department and ensure that all invoices are properly coded, approved by senior staff and forwarded to Accounts Payable for payment
- Act as a division liaison with Finance and generate required purchase orders, change order request, etc.
- Responsible for inventory control and input and divisional data collection and input into various departmental and corporate computer systems
- Schedule appointments, meetings, book conferences/workshops, training, etc. and make travel arrangements
- Provide clerical support to various committees, including agenda preparation, printing and distribution, meeting attendance, minute preparation and required follow-up such as correspondence and drafting reports for final approval
- Review all incoming correspondence by mail, fax and courier, obtains background information, and forwards on to the appropriate staff
- Compose letters and correspondence for signature and prepares reports and agreements as required; proof reads for accuracy, grammatical errors and completeness
- Collect and enter statistical data and calculate, and produce reports and statistical information
- Maintain and update multiple department databases and provide related information and reports
- Maintain paper and electronic filing systems, including confidential files, and may act as records liaison for the department/division
- Research information and manage/assist with special projects
- Provide backup administrative assistant support to other divisions within the Department
- Support a variety of division related projects, such as research, database management, ordering and distribution of supplies, promotional materials, etc.
- Occasional travel is required to attend meetings and training
- Perform other related duties as assigned

**Skills/Education Required**
- Post-secondary diploma in Office Administration or a related field
- Minimum 3 years of related experience, preferably in a municipal environment, in the specific business of the department
- Demonstrated professional and ethical responsibility to protect privacy, use confidential information appropriately, treat sensitive situations with appropriate degree of tact and discretion
- Demonstrated customer-service and interpersonal skills at a level to develop and to maintain cooperative/collaborative working relationships both within and outside the organization
- Excellent time-management skills with the ability to prioritize workload and meet deadlines, and the ability to deal with multiple demands
- Excellent written communication skills with attention to detail and accuracy
- Excellent organizational and administrative skills with the ability to work independently and in a team environment
- Ability to demonstrate initiative consistently with commitment to quality improvement, sharing process improvement initiatives with management
- Demonstrated ability to understand and abide by municipal policies and procedures
- Demonstrated proficiency in Microsoft Office, the internet, and any other related software (i.e. GIS)

**Applicants must be prepared for skill testing.

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