Administrative Assistant

Located within the traditional land of the Anishnaabek, Haudenosaunee and Wendat-Wyandot-Wyandotte peoples, the Town of The Blue Mountains is a four-season community with stunning natural features, including the Niagara Escarpment, Beaver Valley and the Georgian Bay shoreline. Internationally recognized as a four-season tourism destination, The Blue Mountains offers a high-quality lifestyle that caters to families looking to build a solid foundation, adventurers looking to go off the beaten path and relaxation seekers taking in and experiencing the very best the area has to offer.
The Town is looking for people with a shared commitment to building a sustainable community, as well as shared values of integrity, inclusivity, excellence, accountability, and stewardship for the well-being of our residents.
Come gain a unique experience in the 2nd fastest growing municipality in Canada
Located within the traditional land of the Anishnaabek, Haudenosaunee and Wendat-Wyandot-Wyandotte Located within the traditional land of the Anishnaabek, Haudenosaunee and Wendat-Wyandot-Wyandotte peoples, the Town of The Blue Mountains is a four-season community with stunning natural features, including the Niagara Escarpment, Beaver Valley and the Georgian Bay shoreline. Internationally recognized as a four-season tourism destination, The Blue Mountains offers a high-quality lifestyle that caters to families looking to build a solid foundation, adventurers looking to go off the beaten path and relaxation seekers taking in and experiencing the very best the area has to offer.
The Town is looking for people with a shared commitment to building a sustainable community, as well as shared values of integrity, inclusivity, excellence, accountability, and stewardship for the well-being of our residents.
Come gain a unique experience in the 2nd fastest growing municipality in Canada
**Position Summary**:
Reporting to the Manager of Sustainability and Solid Waste, this Administrative Assistant role will help the Town achieve higher performance by providing administrative support to the Manager of Sustainability and Solid Waste and the Manager of Roads and Drainage.
This role will provide effective and efficient administrative support, research, coordination and communications required for the Sustainability and Solid Waste Division and the Roads and Drainage Division and with other Departments and the public including all functions related to roads, and waste management programs and facilities.
Key duties and responsibilities
- Provide administrative support to the Manager of Sustainability and Solid Waste and the Manager of Roads and Drainage and other department staff including:

- Drafting/formatting staff reports, correspondence, memos, labels, agendas, spreadsheets, mail-outs
- Maintain department entries on the Committee Council Agenda Coordination and ensure timely delivery of completed staff reports
- Managing and standardizing Operations’ records and processing them into the TOMRMS system, filing and retrieval, annual archival with the Clerk’s Department
- Scheduling/calendar/meetings and preparing minutes/action items
- Assist Managers and staff with divisional organization and reminders, to meet Town policies and protocols
- Ensure that all internal/external communications are AODA compliant and act as the Department expert in AODA template design and development
- Act as the Department’s website liaison for all department matters related to the Intranet and Town Internet
- Coordinate and relay information from Managers to department support staff, other departments within the Town and external stakeholders
- Assist the Managers with preparing, researching, and managing technical studies, proposals and reports for long-term planning, operations, program development, and other departmental projects and initiatives.
- Schedule and arrange Divisional meetings and functions, technical review meetings, project team meetings and/or public meetings as required plus administrative support including agenda preparation, meeting facilitation, minutes, action items and follow up.
- Assist with the preparation and coordination of the Departmental budget.
- Liaise with the Manager of Purchasing and Division Managers to assist in creating tenders, bids and quotes for department projects and purchases including bid award forms and purchaser order requests for the department.
- Process invoices, deposits, purchase orders, etc. and monitor Departmental spending/budgeting.
- Liaise with the Human Resources Department to assist in scheduling onboarding, orientation and exit interviews for Department staff.
- Maintain confidentiality within the Department regarding internal and external files.
- Assist in the maintenance of a positive team environment by working co-operatively with other employees, using the appropriate process for handling problems, helping to motivate and encourage peers, contributing ideas and assisting others where ne