Administrative Assistant

Loyalist Township; Loyalist; On-site; CAD 45,000 - 60,000; Full time

Job summary

Loyalist Township is seeking a temporary full-time Administrative Assistant to support the Economic Growth and Community Development Services Department. The role involves a variety of administrative tasks, effective problem-solving, and strong customer service for internal and external stakeholders.

Qualifications

• Strong commitment to service delivery for internal and external customers.
• Ability to effectively manage and organize various administrative tasks.

Responsibilities

• Provide administrative support to the Director and department duties.
• Track and manage departmental data and reports.
• Prepare procurement documents and manage departmental communications.

Skills

Problem-solving

Customer service

Software proficiency

Job description

This is a temporary full-time position with an anticipated end date of December 31, 2025.POSITION SUMMARY:The Administrative Assistant provides administrative expertise to the Economic Growth and Community Development Services Department (EGCDS), which includes the Planning, Building, Engineering & Environment and Utilities divisions. A wide range of administrative, office support and customer service activities are performed to facilitate the efficient operations of the department and service delivery to the residents and other customers of Loyalist Township that contribute to the achievement of our Strategic Plan. The role requires the incumbent to be a “super-user” of software products used with the Township, supporting management and staff with software functionality. The responsibilities are varied and require the ability to effectively problem-solve. The incumbent is a competent project administrator and keeps work on track for attainment of objectives. This requires a strong commitment to service delivery for both internal and external customers.KEY RESPONSIBILITIES AND DUTIES:

• Provide administrative support to the Director and Department including: schedule meetings, sort and distribute mail; prepare/edit/distribute correspondence, agendas, minutes and reports; review incoming electronic correspondence and respond or forward to appropriate staff; records management; prepare/edit/distribute public advertisements/notices; maintaining departmental contact lists; arrange meals for meetings; and assist with registration for conferences, booking accommodations and travel, as needed
• Conduct research to obtain background information as directed
• Track and forward reports for Council agendas by submission for the department through the iCompass Meeting Manager system
• Follow-up on Council decisions/by-law approvals as required
• Receive inquiries and provide information to the public, and forward service requests to appropriate staff using CityWide as needed
• Assist with the preparation of:
  • procurement documents (tenders, contracts)
  • reports
  • departmental documents such as bylaws, policies, guidelines, business process flow
• Prepare purchase orders as authorized under the Procurement By-law for a specific level of purchasing.
• Create and manage departmental data to ensure accuracy of information; create and maintain files/databases, including lot grading using CityView and asset management information
• Provide updates to the Township website and support other means of internal and external communication though platforms such as group messaging and social media
• Provide other administrative roles including reception.
• Provide back up for other administrative roles including locates as required
• Ensure departmental supplies and equipment are ordered and maintained
• Financial responsibilities for the department as directed which may include proper purchasing procedures, monitoring allowances, dealing with vendors and/or contractors
• Provide administrative support for special projects
• Supports the Township’s goal to be an Employer of Choice by demonstrating positive organizational citizenship
• Other duties as assigned

WORKING RELATIONSHIPS:Internal: Departmental staff, managers, supervisors, directorsExternal: The public, regulatory bodies, other municipalities and levels of governmentWORKING CONDITIONS:

• Normal office environment working conditions apply.
• May be seated for long periods (3-4 hours).

This job description reflects the primary duties and responsibilities of this position and should not be construed to describe in detail all duties and responsibilities of the job.