Administrative Assistant Water/Waste Water

Town of Newmarket; Newmarket; On-site; CAD 62,000 - 77,000; Full time

Job summary

Town of Newmarket in Ontario seeks an Administrative Assistant to provide administrative and secretarial support to Public Works Services. You will liaise with Customer Service, deliver information to internal and external customers, and dispatch staff to emergencies and routine situations.

Using a computerized financial tracking system, you will create work orders, track assets, and run financial reports while coordinating payroll, invoices, and Visa statements.

Qualifications

• Post secondary diploma in Office Administration, Business Administration or related area or equivalent experience.
• Municipal environment experience and knowledge of services and legislation preferred.
• Strong customer service, organizational and communication skills required.
• Ability to work independently or in a team and maintain confidentiality.

Responsibilities

• Provide administrative and secretarial support to Public Works Services.
• Dispatch staff to emergencies and routine situations; interact with internal/external customers.
• Use financial tracking to create work orders, track assets, and generate reports.
• Support payroll, invoices, and visa statement reconciliation; maintain records and files.
• Update department web content and manage office supplies and equipment.

Skills

Customer service

Time management

Communication skills

Problem solving

Teamwork

Education

College Diploma

Tools

Microsoft Office

Heat Tickets (CRM)

JD Edwards

GIS

Visa Procard system

Job description

Job Title

Organizational Unit

Development & Infrastructure Services -> Public Works Services -> Water-Wastewater

Requisition #

26-202

Location

Shift Type

Job Type

Regular Full-Time

If a contract, Contract Duration

Staffing request is required for

Replacement

Date Posted By

9/17/2026

Date Posting Closes

10/1/2026

Time Posting Closes: 5:00 p.m.

Category

Water-Wastewater

Experienced (Non-Manager)

Education

College Diploma

Salary Payband/Range

S5 - $61,772 - $77,215

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.

The Town of Newmarket is committed to accommodating all applicants in accordance with the Ontario Human Rights Code for all employment activities including the recruitment process.