Administrative Assistant, Building Inspection

Taleo; Lindsay; Hybrid; CAD 47,000 - 51,000; Full time

Job summary

Taleo in Lindsay, Ontario, is seeking an Administrative Assistant (Building Inspection) for a temporary full-time role. You will front-line represent the department and provide administrative and clerical support, including payroll assistance and financial tasks as required.

The position offers wage of $34.06–$36.84 per hour, up to six months, with travel as needed within Kawartha Lakes. Responsibilities include permit intake, fee processing, customer service, invoices, payroll data, and records

Qualifications

• Demonstrated customer-service and interpersonal skills.
• Excellent time-management skills with the ability to prioritize workload and meet deadlines.
• Excellent written communication skills with attention to detail and accuracy.
• Excellent organizational and administrative skills; ability to work independently and in a team.
• Demonstrated discretion and ability to protect privacy and confidential information.
• Ability to work with budgets, invoices, payroll data and reporting.
• Proficiency with Microsoft Office and related software.

Responsibilities

• Support building-related projects, permit intake and completion of applications; collect fees.
• Collect revenue and maintain records of fees collected and refunded.
• Provide information to the public and respond with appropriate research and customer service.
• Act as liaison between public, Council, staff and other agencies; manage communications.
• Review invoices for accuracy; ensure proper coding and payment routing.
• Input payroll data; maintain employee records and time data.
• Assist with scheduling training and managing calendars.
• Inventory control and data input into departmental systems.
• Schedule meetings, travel and conferences; arrange accommodations.
• Prepare agendas, minutes and reports; follow up on actions.
• Review correspondence; route to staff and draft letters/reports.
• Produce statistical reports for the Manager; maintain databases and filing.
• Research information; manage special projects and provide backup support.
• Provide backup admin support to other divisions; support division projects.

Education

Post-secondary diploma in Office Administration or a related field

Tools

Microsoft Office

Internet

Job description

Administrative Assistant, Building Inspection Employment Status Temporary Full-Time

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.

Number of available positions:

1

Date of Posting:

Sept 23/26

October 2, 2026

Duration (if temporary):

Up to 6 months

Location:

Lindsay, ON

Union:

CUPE 855 Inside

Job Title: Administrative Assistant (Building Inspection)

Wage: $34.06 - $36.84 hourly (2026)

Reports To: Chief Building Official

Department: Development Services

Location: 180 Kent St. W., Lindsay, ON

Other: General office environment. Some travel throughout the City of Kawartha Lakes may be necessary in accordance with job requirements; attend meetings and events as required

Job Description

• 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
• 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
• 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
• Input payroll data, ensuring accuracy and completeness, check time card data, and maintain employee data records and databases
• Act as a division liaison with Finance and generate required purchase orders, change order request, etc.
• Assist with scheduling annual and semi-annual training
• 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

Other duties (may be required depending on the department)

• Input payroll data, ensuring accuracy and completeness, check time card data, and maintain employee data records and databases
• Assist the Manager in preparation and monitoring of budgets for the division
• Design and develop forms, slides, manuals, poster-board displays, newsletters, pamphlets and other promotional material for distribution to staff, community professionals and the public, from handwritten or verbal information; determine layout and paste-up design using various word processing, graphic and desktop publishing software packages
• Coordinate and track staff vacation requests

Skills/Education Required

• Post-secondary diploma in Office Administration or a related field
• Minimum 3 years of related administrative office experience
• Office experience in the specific business of the department is preferred
• 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
• Demonstrated ability to understand and abide by municipal policies and procedures
• Demonstrated proficiency in Microsoft Office, the internet, and any other related software

This posting is for an existing, currently open position within Development Services. Applications will be reviewed as received. Applicants must be prepared for skill testing.

The City of Kawartha Lakes is an equal opportunity employer committed to building an inclusive and supportive workplace. We welcome applications from qualified candidates of all backgrounds and experiences.

We are dedicated to providing barrier-free and accessible employment practices in compliance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). If you are contacted regarding a job opportunity, please let us know of any accommodations you may require. We will work with you to ensure your needs are met throughout the recruitment and selection process.