City of Kawartha Lakes Looking for Administrative Assistant (DS Building) at Kawartha Lakes, ON Full Time

Job Brief

This position is responsible for front line representation of the department and for providing administrative and clerical services, including financial accounting functions and in some cases, payroll support.

The City of Kawartha Lakes invites applications to join our team of Administrative Assistants.

When you come to work for the City of Kawartha Lakes, you are joining a community of municipal workers who take pride in knowing that every day you are having a positive impact in the community. Our mission is to deliver the highest standards of municipal services while creating a healthy and sustainable future for all Kawartha Lakes’ residents and businesses. We work to our values of Accountability, Respect and Teamwork and we want you to Jump In with us!!

We are an equal opportunity employer which values equity, diversity, and inclusion in the workplace. We foster a safe and creative work environment, where training and skill development are prioritized, with opportunities and support for career advancement. As a team member at the City of Kawartha Lakes, you may be entitled to the following: flexible work hours, remote and hybrid working arrangements, OMERS pension (defined benefit), employer paid benefits package including short and long term disability income replacement, education reimbursement and other programs that foster innovation, leadership, and career advancement.

Job Title Administrative Assistant

Wage $26.27- $28.84 hourly (2023)

Reports To Chief Building Official

Department Development Services

Location Building Division

Hours Normal Working Hours 35 hours per week

Other General office environment. Some travel throughout the City of Kawartha Lakes may be necessary in accordance with job requirements.

NOTE: This posting is open for the first three (3) working days (11:59 pm January 20, 2023) to employees who currently hold this job title. If an Administrative Assistant applies within the first three (3) working days of this posting, the position will be awarded to the most senior Administrative Assistant applicant; otherwise, the seven day posting period will be honoured and all qualified applicants will be considered.

Job Description

• Provide information in response to requests from the public and provides information requiring varying degrees of research and personal contact concerning the Department and its affairs, emphasizing customer service
• Act as a liaison between the public, Council, staff and other public or private agencies, along with maintaining telephone, counter reception, and e-mail communication

• Support a variety of building related projects, such as building permit intake and related completion of building permit applications and collecting appropriate fees
• Collect revenue and maintain record of fees collected and refunded and inspection dates with contractors, and attend site meetings as required
• Review invoices and statements for accuracy related to the department and ensure that all invoices are properly coded, approved by senior staff and forwarded to Accounts Payable for payment
• Act as a division liaison with Finance and generate required purchase orders, change order request, etc.
• Responsible for inventory control and input and divisional data collection and input into various departmental and corporate computer systems
• Schedule appointments, meetings, book conferences/workshops, training, etc. and make travel arrangements
• Provide clerical support to various committees, including agenda preparation, printing and distribution, meeting attendance, minute preparation and required follow-up such as correspondence and drafting reports for final approval
• Review all incoming correspondence by mail, fax and courier, obtains background information, and forwards on to the appropriate staff
• Compose letters and correspondence for signature and prepares reports and agreements as required; proof reads for accuracy, grammatical errors and completeness
• Collect and enter statistical data and calculate, and produce reports and statistical information for the Manager
• Maintain and update multiple department databases and provide related information and reports
• Maintain paper and electronic filing systems, including confidential files, and may act as records liaison for the department/division
• Research information and manage/assist with special projects
• Provide backup administrative assistant support to other divisions within the Department
• Support a variety of division related projects, such as research, database management, ordering and distribution of supplies, promotional materials, etc.
• Occasional travel is required to attend meetings and training
• Perform other related duties as assigned

Skills/Education Required

• Post-secondary diploma in Office Administration or a related field
• Minimum 3 years of related experience, preferably in a municipal environment
• Office experience in the specific business of the department (building inspection)
• Demonstrated professional and ethical responsibility to protect privacy, use confidential information appropriately, treat sensitive situations with appropriate degree of tact and discretion
• Demonstrated customer-service and interpersonal skills at a level to develop and to maintain cooperative/collaborative working relationships both within and outside the organization
• Excellent time-management skills with the ability to prioritize workload and meet deadlines, and the ability to deal with multiple demands
• Excellent written communication skills with attention to detail and accuracy
• Excellent organizational and administrative skills with the ability to work independently and in a team environment
• Ability to demonstrate initiative consistently with commitment to quality improvement, sharing process improvement initiatives with management
• Demonstrated ability to understand and abide by municipal policies and procedures
• Demonstrated proficiency in Microsoft Office, the internet, and any other related software

Applicants must be prepared for skill testing.