Executive Assistant, Public Works

**Executive Assistant, Public Works & Community Services**

**(Temporary Contract)**

**Working for City of Thorold**

By joining the City of Thorold team, you will be choosing to become part of the fastest growing municipality in

the beautiful Niagara region. Working with us means a great pension and a supportive and collaborative team

environment. We invest in our people and prioritize creating opportunities for our employees to learn and grow

in their roles.

**Primary Function**

Reporting to the Director of Public Works & Community Services, the Executive Asstistant, Public Works &
Community Services is responsible for providing confidential administrative support to the Director as well as

the Engineering, Public Works and Community Services Managers. This position has a variety of

responsibilities in support of the Public Works & Community Services Department.

**Duties and Responsibilities**

**Department Administration**

Type and follow through with all correspondences, agendas and reports for the Director and Managers

Prepare reports and By-Laws for Council

Attend various staff meetings to record and prepare minutes

Type confidential correspondence, reports manuals and documents etc which may involve personnel,
litigation, insurance matters and other confidential Corporate issues

Arrange and coordinate meetings for the Public Works and Community Services Advisory Committees

and Clerks Department

Arrange and coordinate public meetings related to Public Works and Community Services issues

Review and record all incoming and outgoing correspondences

Coordinate all inquiries, complaints and messages for action by appropriate staff member

Record and file for permanent keeping, all correspondences and documents of the Public Works and
Community Services Department

Issue communications with Mayor and Council on behalf of the Director

Prepare contract documents, agreements for City Capital projects and maintenance contracts

Prepare monthly summaries of the expenditures for all Capital projects for review by the Project
Managers

Responsible for all tender monies received, tender deposit returns, letters of credit etc related to Capital
projects

Responsible to report on the financial details for all Capital projects

Ensure accuracy when processing all payments for Capital projects

Supervise the tendering process to ensure the procurement policy is followed correctly

Assist all Project Managers with the administrative and financial needs of all Capital projects

Assist in the development of standard operating procedures related to financial reporting, project
management, information and control and asset management

Coordinate Corporate training initiatives on behalf of the Department

Update and maintain the City of Thorold webpage for the Public Works and Community Services
Department

Ensure that all web communications, advertisements and notifications are processed appropriately

Coordinate the collection and submission of FOI requests on behalf of the Department

Manage the department needs relating to all office supplies and equipment

Coordinate Capital Budget for department, and provide updates to Finance

Analyze payment certificates for accuracy and is within budget

Perform other duties as assigned by the Director and/or other staff in the Department

**People Leadership**

Ensure adherence to collective agreement, corporate policies, Occupational Health and Safety Act, the
Corporation’s Health and Safety Policy and all other relevant legislation

Investigate, develop and implement process improvements

**Education/Experience/Skills**

College Diploma or University Degree in Business Administration, Public Administration or a related
field

AMCT designation considered an asset

Minimum of five (5) years’ of progressive experience working in a senior administrative support role
preferably within a public or municipal environment

Minimum of 2 years’ experience in bookkeeping and financial management

Demonstrated excellent communication and customer service skills

Ability to prioritize tasks and work independently

Ability to work under pressure and meet deadlines

Strong time-management and organizational skills with a keen sense for accuracy and attention to
detail

Ability to maintain confidentiality and security of confidential information is essential

Knowledge of Tendering/Requests for proposals/Quotes processes

**Conditions of Employment
**Required to work under the direction of the Director of Public Works & Community Services. Work performed in
a typical office environment. Considerable mental attention and visual concentration with frequent interruptions.
Must be able to deal effectively with the public and management staff. Position requires ability to manage
multiple priorities and quickly respond to changing priorities.The above statement reflects the principal
functions and duties as required for proper evaluation of the job. Other related duties can onl