Administrative Assistant - Water/Waste Water

Town Of Newmarket; Newmarket; On-site; CAD 42,000 - 60,000; Full time

Job summary

Town Of Newmarket is seeking an Administrative Assistant to support Public Works Services. You will coordinate work orders, asset data, payroll tasks and invoicing while delivering excellent customer service to staff and residents.

You will update department records, maintain confidentiality, and assist with reporting and purchasing. Strong MS Office skills and municipal experience are essential for success in this role.

Qualifications

• Post secondary diploma in Office Administration or related program, or equivalent experience.
• Municipal experience and familiarity with legislation and levels of government.
• Strong customer service, confidentiality and multi-tasking abilities.
• Ability to work in a team and independently to meet deadlines.
• Proficiency in Microsoft Office, CRM, Procard and GIS tools; JD Edwards competency.
• Excellent written and verbal communication with numerical accuracy in payroll and accounting.

Responsibilities

• Provide administrative and secretarial support to Public Works Services.
• Liaise with Customer Service and deliver information to internal/external users.
• Dispatch staff to emergency and routine situations.
• Create work orders and track asset management using a computerized system.
• Support payroll, invoices, cheque requests and Visa reconciliations.
• Maintain confidential files and update department records and web content.
• Prepare financial reports and assist in purchasing and material management.

Skills

Customer service

Teamwork

Independence

Confidentiality

Interpersonal skills

Negotiation

Organization

Analytical skills

Problem solving

Communication

Attention to detail

Payroll & accounting

Multitasking

Time management

Research skills

Education

Post secondary diploma in Office Administration or Business Administration

Tools

Microsoft Office

CRM (Heat Tickets)

PVC Net Procard Program (Visa)

GIS

JD Edwards

Job description

Reporting to the Manager, Water/Waste Water and working closely with the Supervisors, the Administrative Assistant is responsible for providing administrative and secretarial support to Public Works Services; liaises with Customer Service, delivers customer service activities and information to external and internal customers and users of Town Services; Dispatches staff to emergency and routine situations; Using a computerized financial tracking system creates work orders, tracks asset management, equipment entry, extracts data and runs financial reports; Coordinates support for payroll, various programs, special events, payment of invoices, cheque requests and reconciling of Visa statements; Maintains computerized department records and confidential files; Updates web content for the department; Maintains office supplies and equipment.

Job Requirements

• Post secondary diploma in Office Administration, Business Administration or a program in or related discipline, and/or combined with equivalent demonstrated experience. Demonstrated senior secretarial experience in a municipal environment.

• Demonstrated experience in a municipal office environment with multi service provision and/or a broad knowledge of a variety of municipal services and familiarity of applicable legislation with an understanding of the other various levels of government and associations and their relationship to the Municipality, including regional, provincial and federal.

• Demonstrates outstanding customer service skills with an ability to maintain composure regardless of the demands of the environment.

• Demonstrated ability to work as a team member as well as the ability to work independently and with minimum or no supervision to meet deadlines, perform multiple tasks and to respect confidentiality.

• A high level of proficiency in a computerized environment including Microsoft Office (Word, Excel, Outlook); CRM (Heat Tickets), PVC Net Procard Program (Visa) and the GIS; and other aspects of an automated office environment.

• Demonstrated high level of ability to effectively use JD Edwards (Work Orders, Time Entry, Equipment Entry, Asset Management, Material issues, Purchasing, Financial Reports).

• Excellent interpersonal relations, negotiating, organization, analytical and problem/complaint resolution skills.

• Demonstrated excellent written and verbal communication skills; attention to detail and accuracy is necessary as is a strong comfort level with numerical responsibilities including payroll and accounting.

• Demonstrated time management skills with ability to prioritize demands, meet customer service standards and deadlines. Previous experience requiring a high level of multi-tasking.

• Excellent research skills to support the completion of information and assist in the preparation of reports, correspondence and purchasing of materials and supplies.

• Availability to work overtime as required.