Administrative Assistant (Eng & Assets)

Kawartha Lakes; Canada; Remote; CAD 47,000 - 50,000; Full time

Job summary

Kawartha Lakes is seeking an Administrative Assistant for the Engineering and Corporate Assets division in Lindsay, Ontario. The role provides front-line representation, administrative and clerical support including financial accounting and payroll support as needed.

The position involves municipal environment duties, invoicing, budgeting assistance, and coordination of RFP/RFQ processes. Some travel within City of Kawartha Lakes may be required and applicants may be required for skill testing.

Qualifications

• Post-secondary diploma in Office Administration or related field.
• Minimum 3 years of related experience, preferably municipal environment.
• Office experience in the department is preferred.
• Demonstrated professionalism and discretion to protect privacy and handle sensitive information.

Responsibilities

• Provide information to the public and respond to requests, emphasizing customer service.
• Act as liaison between the public, Council, staff and other agencies; manage telephone, counter reception and email communications.
• Review invoices for accuracy; ensure proper coding and approval before payment.
• Generate purchase orders and change orders; support RFP/RFQ processes for engineering projects.
• Input payroll data and maintain employee records; monitor staff vacation requests; assist with budget preparation.
• Coordinate seasonal patio licence agreements; manage inventories and data in department systems.
• Schedule meetings and travel; prepare agendas, minutes, and follow-up correspondence.
• Review correspondence, prepare letters and reports; ensure accuracy and proofreading.
• Collect data and produce reports; maintain department databases and filing systems.
• Support various division projects and perform miscellaneous tasks as required.

Skills

Customer service

Interpersonal skills

Time management

Written communication

Organizational skills

Initiative

Privacy and discretion

Education

Post-secondary diploma in Office Administration

Tools

Microsoft Office

Job description

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.

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

NOTE: This posting is open for the first three (3) working days (11:59 pm September 15, 2026) to employees who permanently 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 Title: Administrative Assistant (Engineering and Corporate Assets)

Wage: $34.06 - $36.84 hourly (2026)

Reports To: Executive Assistant

Department: Engineering and Corporate Assets

Location: Lindsay, ON

Job Description

• Provide information in response to requests from the public and provide 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
• Act as a division liaison with Finance and generate required purchase orders, change order request, etc.

Provide administrative support for Request for Proposal (RFP) and Request for Quotations (RFQ) for various engineering projects

• Input payroll data, as applicable, ensuring accuracy and completeness, check time card data, and maintain employee data records and databases; track staff vacation requests
• Assist with preparation and monitoring of budgets for the division

Coordinate seasonal patio licence agreements

• 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
• 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

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 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, 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

This posting is for an existing, currently open position within Engineering. 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.