Administrative Assistant

City of St. Catharines; St. Catharines; Hybrid; CAD 30,000 - 60,000; Full time

Job summary

A municipal government organization in the Niagara Region seeks an Administrative Assistant for the Municipal Works department. Responsibilities include scheduling, budget monitoring, and serving as a point of contact for inquiries. Candidates should have a community college diploma in office administration and three years of relevant experience. This temporary full-time role offers a pay rate of $32.64 - $38.19 and a hybrid work environment.

Qualifications

• 3 years' experience as a confidential administrative assistant, preferably in a Municipal setting.
• Good working knowledge of government administration and City policies.

Responsibilities

• Provide administrative support to the Director of Municipal Works and department managers.
• Coordinate budget preparation and monitor departmental budgets.
• Handle correspondence and follow up on inquiries.

Skills

Effective communication

Confidentiality

Word processing

Education

Community college program in office administration

Job description

About the Role:
Provides administrative support for department managers and supervisors within the Municipal Works department.

What You Will be Doing:
These responsibilities outline the principal functions of the position and serve as a guiding vision for the role's impact and contribution.

• Provides full range of administrative/secretarial assistance to the Director of Municipal Works on various matters including but not limited to the preparation of correspondence, reports, minutes, coordinating and scheduling appointments and meetings with all levels of management, elected officials, other government offices and public.
• Plans and coordinates the clerical and administrative support functions of the Director of Municipal Works, department managers and supervisors including assisting with budget preparation.
• Monitors departmental budgets, including processing of vouchers, the preparation of requisitions for departmental purchases with final approval by the Director of Municipal Works.
• Responds directly on matters of routine nature and prepares backup information and responses for approval and action by the Director of Municipal Works, department managers and supervisors.
• Undertakes the research and assembles relevant information required by the Director of Municipal Works, department managers and supervisors for response to inquiries, complaints and preparation of reports.
• Serves as the main point of contact for the Municipal Works department for inter-departmental correspondence, including with the Office of the CAO, the Mayor’s Office, Citizens First, etc., where appropriate.
• Follows up on directives or enquiries to ensure they have been dealt with in an appropriate manner.
• Receives incoming mail, directs to appropriate recipients and follows-up as directed.
• Deals with visitors and telephone calls for the Municipal Works department, redirecting to appropriate source or providing assistance or information, where possible.
• Books and coordinates all travel arrangements and registrations for attendance at conferences and conventions for the Director of Municipal Works and department managers.
• Maintains confidential files for the Director of Municipal Works and department managers and supervisors.
• Performs other similar and related duties, as required.
• The effectiveness and efficiency of the clerical activities for the Director of Municipal Works, department managers and supervisors.
• The safekeeping of all the Municipal Works departmental records.

About You:

Qualifications:

• A minimum of graduation from a community college program in office administration.
• Three years’ experience as a confidential administrative assistant, preferably in a Municipal setting.
• A good working knowledge of government and government administration at all levels; and a thorough knowledge of City and departmental policies.

Skills:

• The ability to communicate effectively, with tact and courtesy, with elected officials, staff, the public, and outside agencies.
• The ability to recognize and keep confidential information.
• Excellent word processing and knowledge of computers.

Other Requirements:

• Proven completion of Ministry of Labour Worker Health and Safety Awareness training.
• A demonstrated commitment to enhancing a safety culture.
• Proof of education will be required upon hire.
• Valid Ontario Driver’s Licence, Class “G” with a clean driving record.

Other Job Details:

• Pay Rate: $32.64 - $38.19
• Employee Group: Non-union
• Department: Municipal Works
• Position Type: Temporary, Full-time (approx. 12 to 18 months)
• Work Mode: Hybrid
• Work Location: Lake St Service Centre
• Hours of Work: Monday to Friday, 7:00 AM to 3:00 PM
• Number of Openings: 1
• Job ID: 2025-96
• Posted Date: August 11, 2025

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