Administrative Unit Secretary (New title : Administrative Support Agent)

Ville de Pointe-Claire; Montreal; On-site; CAD 40,000 - 50,000; Full time

Job summary

A municipal government agency in Montreal is seeking an Administrative Support Agent. The role includes providing administrative and operational support, drafting correspondence, and assisting the public. Candidates must have a vocational diploma, bilingual (French and English) skills, and expertise in Microsoft Office. This full-time role requires 35 hours a week and offers an opportunity to contribute to community services.

Qualifications

• 1-2 years of experience in a similar position is required.
• Familiarity with the sector is necessary.
• Combination of education and experience equivalent under policy is acceptable.

Responsibilities

• Provide administrative and operational support.
• Draft and review correspondence and documents.
• Communicate with the public and assist taxpayers.
• Maintain schedules and monitor deadlines.
• Greet visitors and direct them as necessary.

Skills

Bilingualism (French and English)

Proficiency in Microsoft Office

Excellent writing skills

Knowledge of grammar rules

Education

Vocational diploma in an appropriate study program

Job description

Department mission

To ensure the longevity and proper functioning of all public facilities, equipment, and buildings, in order to support sustainable development and improve citizens’ quality of life.

Main responsibilities and goals associated with the position

The administrative support agent performs a variety of tasks in several areas to provide administrative and operational support.

Drafts and reviews, in French or English, correspondence and various documents required by his or her supervisor, as well as certain explanatory or informational documents, and conducts research and analysis as required.

Performs and / or verifies, using established and accurate data, calculations for billing, estimated and progressive costs of work, labor and material costs, cost prices, interest, etc., and balances various accounts and invoices.

Opens, sets up, and maintains files; coordinates their progress and ensures that files to be processed contain the required documents and information.

Communicates with the public, municipal departments, and certain organizations regarding information related to their activities; assists taxpayers and other applicants in their procedures; transmits notices, records requests, provides information on administrative procedures, municipal by-laws, steps to follow, etc.

Maintains schedules, registers, indexes, files, administrative organization charts, etc.; draws up tables, lists, etc.; monitors deadlines for invoices, accounts, reports, and other documents related to activities and, through these means, exercises administrative and operational controls.

Codes and indexes documents and other data using pre-established systems; establishes cross-references to enable information retrieval, as necessary.

Obtains documentation related to activities; controls the circulation of such documentation.

Compiles and transcribes data on various subjects requiring adjustment, updating, grouping, selection and sorting, choice of presentation, etc.

Completes, verifies, or certifies various forms, delivery slips, invoices, requisitions, timesheets, batches of files, tool tickets, accident reports, exam books, tickets, notices and slips, attendance records; Updates movable property, etc., and ensures that it complies with supporting documents, regulations, or guidelines.

Conducts or directs the search for specific information from various sources in order to provide the necessary information or complete files.

Prepares, using established data, proof of claims, adjustment statements, notices, etc. Issues certain permits, work cards, receipts, etc., and validates certificates and other similar documents after verifying that they comply with the required standards.

Greets visitors, answers their questions, and directs them, to the best of their knowledge, to the right place or department.

Collects and cashes certain amounts of money, as necessary, when issuing permits or certificates, selling various documents, etc., and performs tasks related to petty cash management.

Compiles documentation, summarizes it, extracts data from it, and draws conclusions regarding distribution, future use, corrections, and annotations to be made.

Corrects objective portions of qualification exams using answer keys and other appropriate guidelines; supervises the administration of exams and provides candidates with appropriate information.

Performs various tasks related to maintaining an inventory of office equipment and supplies; takes user needs into account, prepares supply requests, and oversees distribution when required.

Uses various office equipment as needed to perform certain job-related tasks, while utilizing appropriate programming.

Guides and directs a few employees assigned to related tasks and checks the quality of their work.

Performs any other related tasks.

Working hours

35 hours per week Monday to Thursday, 8 : 00 a.m. to 4 : 30 p.m., minus 45 minutes for lunch, Friday, 8 : 00 a.m. to noon.

How to apply

To apply for this position, go to www.pointe-claire.ca / en / city / jobs / and click on “Explore available jobs”. You must submit your application no later than November 5, 2025.

Qualifications

The applicant must hold a vocational diploma in an appropriate study program. One to two years of experience in a similar position are required for this job ensuring familiarity with the sector or any other combination of education and experience found equivalent under the established policy.

Bilingualism (spoken and written French and English)

Proficiency in Microsoft Office and other relevant software

Excellent knowledge of grammar rules

Excellent writing skills