Assistant, Security Services

**Job Description**:
**JOB TITLE**:Assistant, Security Services

**DEPARTMENT**:Public Works & Engineering

**POSTING NUMBER**:106813

**NUMBER OF POSITIONS**:1

**JOB STATUS & DURATION**:Full Time Permanent

**HOURS OF WORK**:35-hour workweek

**LOCATION**:Onsite, you will report to the location of City Hall.

**SALARY GRADE**:2

**HIRING SALARY RANGE**:$59,910.00 - $67,399.00 per annum

**MAXIMUM OF SALARY RANGE**:$74,888.00 per annum

**JOB TYPE**:Management and Administration

**POSTING DATE**:June 10, 2025

**CLOSING DATE**:June 23, 2025

**AREA OF RESPONSIBILITY**:
Reporting to the Manager, Security Services, provides all clerical and administration services to the Security Services Section. This position is responsible for compiling and preparation of a variety of reports, correspondence, spreadsheets, charts, timesheets, graphs, invoices, purchase requisitions, purchase orders, bid documents and maintaining asset inventory, tracking all entries, update information, maintain the sections confidential filing system.

**1.**ADMINISTRATION**:

- Responsible for the distribution, completion and processing of staff payroll, timesheets and mileage claims
- Responsible to create and submit to HR documents (EDC) for staff amendments.
- Maintains filing systems for Security Services, ensuring confidential materials are stored securely; including records and logs all memo books received from Security Officers.
- Record, report and distribute agenda and meeting minutes
- Arrange meetings with City staff, contractors and stakeholders
- Participate on various Department/Division committees
- Coordinates and liaises with IT regarding the installation of new computing equipment and software, telephone installations, and support of existing systems, as required; submits requests for service to helpdesk.
- Works with the Supervisor Operations and the Manager, coordinating the issuing of uniforms and equipment to security personnel; updates and maintains uniform and equipment inventory spreadsheets; arranges for repair and maintenance of equipment (e.g. radios).
- Monitors a variety of inventories e.g. office supplies, uniforms and equipment
- Coordinate and execute the requirements of marketing, promotional and signage for Security Services.
- Maintain the FMC spreadsheet for FOM buildings
- Provide quarterly WSIB clearance Certificates for Security Systems vendors.

**2.**FINANCIAL ACCOUNTABILITY**:

- Responsible for the distribution and processing of accounts payable invoices, cheque requisitions, accounts receivables invoices, purchase requisitions, credit card reconciliation, transfer journals and work orders
- Monitor POs and capital accounts for fund balances
- Reviews and follow-up on invoice and expense discrepancies
- Inputs data into a Transfer Journal spreadsheet and follow up with stakeholders to complete the transactions.
- Inputs and maintains spreadsheet for tracking of additional security requirements

**3.**COMMUNICATION AND REPORTING**:

- Assist in researching and preparing correspondences, spreadsheets, presentations and reports.
- Monitor and update data entries and web-based records to ensure accurate and timely reporting.

**4.**CUSTOMER SERVICE**:

- Prioritize requests, direct calls and enquiries to the appropriate level for resolution.
- Provide internal and external customer service by processing and responding to a variety of inquiries and service requests; while adhering to corporate practices and standards.

**SELECTION CRITERIA**:
**EDUCATION**:

- High School (Grade 12) graduation plus an additional program of up to one year in Office Administration or Administrative Services or equivalent

**EXPERIENCE**:

- Over one (1) year, up to and including two (2) years’ experience in a security/enforcement environment.
- Project Management experience, with proven ability to create and interpret business cases and financial proposals.

**OTHER SKILLS AND ASSETS**:

- Proficiency in PeopleSoft, MS Word, Excel, PowerPoint and outlook
- Demonstrated data entry skills
- Sound judgment; excellent public relations and communication skills
- Able to deal with confrontational situations
- Ability to work independently and as part of a team
- Knowledge of cost accounting and bookkeeping would be an asset
- Ability to lift and carry items weighing up to 10 kilograms as needed
- **_Various tests and/or exams may be administered as part of the selection criteria._

**#LI-Onsite**

**Interview**:Our recruitment process may be completed with video conference technology.

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