Administrative Assistant

City of Guelph; Guelph; On-site; CAD 59,000 - 75,000; Full time

Job summary

A local government organization in Guelph is seeking an Administrative Assistant to provide essential support to the Guelph Junction Railway. This role involves managing schedules, assisting with budget oversight, and preparing reports. Candidates should have a diploma in Business Administration and strong organizational and communication skills. The position offers competitive wages, comprehensive benefits, and flexible work arrangements.

Benefits

Paid vacation days

Hybrid work arrangements

Defined benefit pension plan

Qualifications

• Experience in providing administrative support to senior management.
• Experience processing invoices and monitoring departmental budgets.
• Excellent communication skills with the ability to prepare reports and presentations.

Responsibilities

• Provide senior administrative assistance to the Guelph Junction Railway.
• Assist with the preparation of reports, correspondence, and presentation materials.
• Coordinate the preparation, monitoring, and administration of the department budget.

Skills

Organizational skills

Interpersonal skills

Problem-solving

Communication skills

Education

Diploma in Business Administration or related discipline

Tools

Microsoft Office

JDEdwards

WAM

Job description

Why Guelph

Overview

When you join the City of Guelph, you join a team of over 2000 employees who deliver services the community relies on every day. Together, we are bringing to life Guelph’s vision of an inclusive, connected, and prosperous city where we look after each other and our environment. As a single tier municipality, we offer a variety of occupations and career specialities within our organization. Guided by the goals and objectives of the Future Guelph: Strategic Plan and committed to the Corporate Values of integrity, service, inclusion, wellness and learning, the candidate will aid in the achievement of the Community Vision for an inclusive, connected, prosperous city.

What we offer

We offer competitive wages and comprehensive benefits to meet the needs of our diverse employees. Many of our positions offer:

• Paid vacation days, increasing with years of service
• Paid personal days
• Hybrid and flexible work arrangements
• Defined benefit pension plan with OMERS, including 100-per-cent employer matching
• Extended health and dental benefits, including Health Care Spending Account
• Employee and Family Assistance Program
• Parental leave top up program
• Learning and development opportunities including tuition assistance
• Employee recognition programs

Position Overview

Resumes are being accepted for the position of Administrative Assistant with the Guelph Junction Railway. Reporting to the General Manager, Guelph Junction Railway, the successful candidate will provide administrative support to the Guelph Junction Railway. This position will have a strong focus on financial and business administrative support.

Key duties and responsibilities

• Provide senior administrative assistance to the Guelph Junction Railway including financial and business support; assisting with the management of staff’s schedules/calendars, coordinating travel arrangements and performing related administrative functions.
• As directed, assist with the preparation of reports, correspondence and presentation materials (ie. Council reports, funding programs, etc); responsible for the preparation of agendas/minutes, coordination of follow up actions, word processing, mail and document handling/filing.
• Coordinate the preparation, monitoring and administration of the department budget and expenditures for all units; prepare purchase orders, accounts receivable/payable, petty cash.
• Budget analysis and tracking for multiple operating and capital accounts.
• Issue and manage invoicing of third parties.
• Assist with the planning and coordination of special events including business tours, presentations, open houses, and committee meetings.
• Assist with the development of funding proposals and the management of funding contracts
• Monitor the department’s annual business plan, budgets and milestones and report on variances.
• Deliver professional assistance to clients, potential investors and other internal/external contacts; acting as the first point of contact directing requests appropriately.
• Provide administrative coordination for major departmental projects and preparation of the yearly operational plan.
• Maintain and manage Guelph Junction Railway’s records management system
• Perform other related duties as assigned.

Qualifications and requirements

• Completion of a diploma in Business Administration or closely related discipline. Candidates with an equivalent combination of education and experience may be considered.
• Experience in providing administrative support to senior management.
• Experience processing invoices and monitoring departmental budgets.
• Excellent organizational and office administration skills with the ability to manage multiple tasks in a busy environment to meet stringent deadlines.
• A self-starter with good problem-solving skills.
• Excellent interpersonal, collaborative and customer service skills and ability to respect & maintain a high level of confidentiality.
• Excellent communication skills with the ability to prepare reports and presentations on behalf of the department.
• Ability to handle sensitive and confidential information.
• Experience with Microsoft Office (Word, Excel, Powerpoint and Outlook).
• Knowledge of the Occupational Health & Safety Act.
• Experience with JDEdwards, WAM, FMW, and graphic and web content authoring software would be considered an asset.
• Experience providing administrative support in a public sector or municipal environment is an asset.
• Knowledge of Transport Canada railway rules and regulations an asset.

Hours of work

35 hours per week, 8:30 a.m. – 4:30 p.m., Monday to Friday. Occasional evening and/or weekend work may be required. This position is eligible for hybrid and flexible work arrangement options (as per current corporate policy).

Pay/Salary

Non Union Grade: 2 $59,696.00- $74,620.00

How to apply

Qualified applicants are invited to apply using our online application system by September 24, 2025. Please note all applicants must complete the online questionnaire specific to this position at the time they submit their resume and cover letter in order to be considered.

The City of Guelph is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive workplace where employees feel welcome, valued and engaged. Our employment policies strictly prohibit all forms of discrimination on any of the grounds in relevant laws. All employment practices are solely based on individual merit, qualifications, and organization's needs at the time. In keeping with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act, we are committed to working with and providing reasonable accommodation for qualified individuals in our job application procedures. If you need an accommodation in order to participate in the hiring process, you may contact us to make your needs known in advance.

Personal information collected through the recruitment process will be used solely to determine eligibility for employment. We thank all candidates in advance; however, only those being considered for an interview will be contacted.