Public Works & Engineering Administrative Assistant

Position Summary

The Public Works & Engineering (PWE) Administrative Assistant provides administrative support, customer service, records management, and related support services to the department. This position also provides accounts payable, accounts receivable and administrative support for the entire organization under the direction of the Director of Public Works and Engineering.

Responsibilities

Customer Service

• Acts as first point of contact in the office for the public, answering inquiries over the telephone or in-person, provides information and refers callers/visitors to appropriate staff member when required.
• Processes and distributes all incoming and outgoing mail, deliveries, faxes, and emails.
• Receives payments in-person and through a variety of methods, ensures cash deposits are reconciled; investigates issues.

Accounts Payable & Receivable

• Prepares invoicing for development, road work and road permits, planning and general accounts.
• Codes and enters invoices into the municipal accounts payable system.
• Assists in filing of accounts payable documents as required.
• Allocates end of the month fleet fuel totals with incoming invoices.
• Coordinate with Environmental Services and Finance to conduct monthly water meter reads.

Department Support

• Coordinates required waste management and street lighting repair and maintenance activities with contracted service providers.
• Completes and uploads monthly water reading reports, reviews readings for accuracy, investigates issues, and corresponds with residents as required.
• Maintains a variety of road permit listings and notifies emergency services of road closures.
• Assists Planning Department with planning applications by collecting payment and sending out notices to appropriate parties.
• Assists with Road Occupancy security deposit inspections.

Administration

• Provides support with all records management functions, including managing and administering corporate records, developing, and implementing content management systems and workflows, and policy and procedure manuals.
• Provides administrative support, such as preparing forms, reports, statements, and presentation materials, proofreading documents, and ensuring all documents are AODA compliant.
• Assists in data collection for annual reporting.
• Organize events on behalf of department.
• Track clothing and tool allowance allocations.
• Create work orders for various transportation tasks.
• Executes documents and affidavits as Commissioner of Oaths.

Other Responsibilities

• Leads tracking of WSIB/Certificates of Insurance, AODA and other documentation as required from contractors and consultants performing work for all divisions of Public Works and Engineering.
• Tracks and documents all training completed by the transportation division.
• Undertakes special projects and performs other duties as assigned in accordance with departmental or corporate objectives.

Education

• College diploma in business administration, executive administrative or related field of study.
• Preferred Municipal Administration Program Certificate sponsored by AMCTO, or an expressed willingness to enroll.

Experience

• 3-4 years of progressive experience in a computerized office environment, preferably with municipal experience.

Skills & Abilities

• Excellent communication and interpersonal skills.
• Computer literacy using the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Experience with Keystone Municipal Software, Laserfiche, and Adobe Acrobat preferred.
• Knowledge of municipal government processes, legislation, and parliamentary procedures.
• Excellent analytical skills and sound problem solving and conflict resolution abilities.
• Knowledge of general office procedures, including record and information management systems.
• Demonstrated ability in corporate core competencies, including customer service, communication, organization, teamwork, initiative/self-management, accountability, flexibility and adaptability.
• Ability to work with personal information and maintain strict confidentiality.

Other Requirements

• A valid Ontario class G driver’s license in good standing.
• Criminal Records Check.

Middlesex Centre offers a competitive salary and a comprehensive employee benefit plan, including participation in the OMERS pension plan for this position. Compensation for this position is currently $55,185.00 to $65,695.50 per year.

We can offer you:

• Comprehensive health and dental benefits with a health care spending account
• An employee and family assistance program
• A culture that supports ongoing training and professional development.