Administrative Assistant (Fleet)

Kawartha Lakes; Lindsay; On-site; CAD 47,000 - 51,000; Full time

Job summary

City of Kawartha Lakes is seeking an Administrative Assistant (Fleet) to provide front-line representation of the department and to support administration, accounting and payroll functions in a municipal setting.

You will handle invoices, payroll data, budget assistance, and coordination of meetings and travel, with opportunities to contribute to forms, reports and database management.

Qualifications

• Post-secondary diploma in Office Administration or related field.
• Minimum 3 years related experience, municipal environment preferred.
• Office experience in the department's business is preferred.
• Demonstrated responsibility to protect privacy and confidentiality.
• Strong customer-service and interpersonal skills.
• Excellent time-management and ability to meet deadlines.
• Excellent written communication; attention to detail.
• Strong organizational and administrative skills; ability to work independently and in a team.
• Initiative and process-improvement mindset.
• Understanding of municipal policies and procedures.
• Proficiency in Microsoft Office and related software.

Responsibilities

• Provide information in response to requests from the public and provide information requiring research with customer service focus.
• Act as liaison between the public, Council, staff and agencies; manage telephone, counter reception, and email communications.
• Review invoices and statements for accuracy; code, approve, and forward to Accounts Payable.
• Act as division liaison with Finance and generate purchase orders and change orders.
• Input payroll data; ensure accuracy and maintain employee records.
• Assist the Manager in budgets preparation and monitoring for the division.
• Design and develop forms, slides, manuals, posters and newsletters for distribution; manage layout using software packages.
• Coordinate and track staff vacation requests.
• Responsible for inventory control and data entry into departmental systems.
• Schedule appointments, meetings, travel arrangements; attend meetings and events.
• Provide clerical support to committees; prepare agendas, minutes and follow-up.
• Review incoming correspondence and forward to appropriate staff.
• Compose letters and reports; proofreading for accuracy.
• Collect and enter statistics; produce reports for the Manager.
• Maintain department databases and filing systems; confidentiality maintained.
• Research information and assist with special projects.

Skills

Customer service

Interpersonal skills

Time management

Written communication

Organizational skills

Microsoft Office proficiency

Privacy and discretion

Teamwork

Education

Post-secondary diploma in Office Administration or related field

Tools

Microsoft Office Suite

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.

Number of available positions:

1

Date of Posting:

November 17, 2026

Duration (if temporary):

N/A

Location:

Lindsay, ON

Union:

CUPE 855 Inside

Job Title: Administrative Assistant (Fleet)

Wage: $34.06 - $36.84 hourly (2026)

Reports To: Manager, Fleet

Department: Public Works

Location: Lindsay, Fleet Division

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 November 10, 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 Description

• 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
• Act as a division liaison with Finance and generate required purchase orders, change order request, etc.
• 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
• 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

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

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.