Administrative Assistant

INTERNAL/EXTERNAL

THE CORPORATION OF THE CITY OF ST. THOMAS
Environmental Services Department has an opening for the following position:
ADMINISTRATIVE ASSISTANT
Environmental Services
Regular, Full Time

Posting #680-02-23

**POSITION SYNOPSIS AND PURPOSE**:
This non-union position, reporting to the Director of Environmental Services/City Engineer, performs and/or coordinates administrative functions for the Department acting as a resource for staff. Responds to staff and public enquiries including by-laws or policy matters. Provides secretarial services to the Secondary Water Board and Municipal Accessibility Advisory Committee, acting as a staff resource. Participates in and supervises the day-to-day operations of the School Crossing Guard Program. Maintains the confidentiality of information accessed in the course of duty. Overall, this position plays an integral role in the delivery & promotion of programs & services as well as licensing and permits issued by the Environmental Services Department.

**MAJOR RESPONSIBILITIES AND ACCOUNTABILITIES**:
Customer Service (25%)
- Reviews and administers winter parking passes and parking passes for City parking lots.
- Processes Catastrophic Water Program and maintains databases.
- Administers Right of Way Access Permits Program, Oversize/Overweight Permits, Move Permits and keeps the database up to date.
- Ensures the currency of and performs the daily maintenance of the Paratransit ridership database. Corresponds in writing to resolve any non-conformance issues by riders which are reported by the City’s contractor. Corresponds in regards to Paratransit eligibility status of members with various retirement/nursing facilities throughout the City. Maintains inventory of transit and Paratransit tickets and passes.
- Processes and maintains the taxicab database and issuing of licenses for the City of St. Thomas.

Administrative (40%)
- Performs research and response as necessary towards the resolution of any service requests received from the public or staff with regards to studies, infrastructure needs, capital projects, operational activities and engineering projects including as constructed drawings.
- Processes accounts payable and receivables for the department.
- Processes stationary orders and maintains inventory control, checking purchase orders and deliveries for accuracy.
- Acts as liaison for departmental photocopier service calls, supplies and maintenance.
- Responsible for distributing corporate and inter-company mail, setting up couriers and registered mail requests.
- Provides administrative support to the Municipal Accessibility Committee.
- Provides administrative support to the Secondary Water Board.
- Orders business cards for departmental employees.
- Performs confidential administrative duties and comprehensive support for the Director and other senior members of staff.
- Produces correspondence, reports, agendas, minutes, public engagement surveys, agreements, notices, permits, lists and other administrative material as requested and required.
- Oversees the annual stationery supply inventory, processing orders within approved budget guidelines, as required.
- Performs other related duties as assigned.

Employee Relations (20%)
- Acts on delegated supervisory responsibility ensuring the efficient day
- to-day operation of the City’s School Crossing Guard Program. Participates in interviewing and hiring. Coordinates training of new staff. Resolves complaints received from school boards, principals or members of the Public as required in accordance with the collective agreement. Ensures coverage of all locations on a daily basis and continuity of the program by delegating locations to spare guards when full time crossings guards report an absence. Approves crossing guard’s requests for time off work. Monitors and modifies work hours as deemed necessary by school boards. Submits bi-weekly payroll.
- Aids employees and managers in the accurate time and attendance data for all City Hall based Environmental Services staff. Prepares employee status change forms and ensures timely submission to Human Resources. Maintains departmental records on staffing and confidential personnel matters including grievances. Responds to enquiries concerning accumulated credits such as sick leave or vacation credits.
- Responsible for issuing City Photo ID and Employee Parking Permits including onboarding of all new City staff.
- Participates in Crossing Guard Collective Agreement discussions, making recommendations for change.
- Responsible for distribution of Corporate Policies and Procedures that require sign-off or that are to be displayed on employee communication boards.

Marketing & Communications (15%)
- Updates website, creates forms and surveys, uploads agendas and minutes from committee meetings.
- Designs promotional material & presentations, advertisements and social media marketing campaigns for the department in accordance with the City branding