MLES Administrative Assistant

City of Peterborough; Peterborough; On-site; CAD 60,000 - 66,000; Full time

Job summary

The City of Peterborough seeks an Administrative Assistant for Municipal Law Enforcement Services (MLES) to provide front-line reception, customer service, and secretarial support. The role involves processing time entries, invoices, document formatting, FOI-related records, and maintaining the MLES web content.

Strong MS Office skills and multiple-priority coordination are required. Two-year college diploma and 2–3 years of related experience are expected.

Qualifications

• Requires two-year college diploma in business, office administration, or law clerk.
• Advanced data entry and accuracy skills."
• Strong Microsoft Office proficiency (Outlook, Word, Excel, PowerPoint).
• Excellent written and verbal communication; ability to manage multiple tasks and priorities.

Responsibilities

• Reception and customer service for the division.
• Inputting absent time entries and preparing invoices for approval.
• Maintenance of division documents and updating content on the City website.
• Coordinate records management and Freedom of Information responsibilities.

Skills

Microsoft Office

Data entry

Interpersonal skills

Time management

Education

College diploma

Job description

Career Opportunities: Municipal Law Enforcement Services Administrative Assistant (222)

Requisition ID222-Posted10/16/2026-City of Peterborough-Legislative Services-City Hall

The MLES Administrative Assistant leads and oversees administrative duties associated with the Division by undertaking and providing primary reception, customer service, secretarial, and general administrative duties to support the daily operation of the division including, but not limited to, the input of absent time entries, preparing of invoices for approval and payment, formatting and updating division documents, as well as the maintenance, updating, and editing MLES related content on the City’s website. Coordinate records management and Freedom of Information responsibilities relative to the division. Provide backup and additional coverage to the division’s Enforcement Clerk as needed.

Key Responsibilities

• Receiving calls from the public and other divisions/staff within the organization, receiving incoming mail for distribution, and accepting applications for signs permits and pool permits.
• Inputting and tracking of absent time entries, preparing invoices for approval and payment, and assisting with purchase order management and division financial tracking.
• Organize filing, and MLES records, maintaining inventory of those records for tracking, releasing records for freedom of information purposes, and coordinating disposal as necessary under the City’s retention framework.
• Run regular, as well as quarterly, reports and queries within City databases to extract data for compilation as needed and to maintain statistics spreadsheets.
• Format and updating division documents and educational materials as well as maintaining and editing MLES related content on the City’s website.
• Perform data entry and file creation into City data bases relative public complaint submissions and assist with distribution and assignment of tasks relative to investigation or enforcement file types.
• Dispatch of work to the MLES mobile team by providing radio communication to the team as necessary to dispatch work or provide updates ensuring calls for service are received by officers in a timely manner for execution.

Education and Experience

Requires two (2) year college diploma in business, office administration, or law clerk. Requires a combination of 2-3 years previous and on the job experience. Knowledge of enforcement practices and applicable corresponding legislation including Property Maintenance By-law, Property Standards By-law, Zoning By-law, Sign By-law, Pool Enclosure By-law, Waste Collection By-law, Enforcement By-law, Inspection By-law, Parking By-law, Parks and Facilities By-law, Trespass By-law, Municipal Act, Building Code Act, Municipal Freedom of Information and Protection of Privacy Act, Planning Act, Provincial Offences Act, Evidence Act and Trespass to Property Act. Must demonstrate attention to detail, have accurate data entry skills and have advanced level of Microsoft Office Suite (Outlook, Teams, Word, Excel, Power Point). Must have well developed interpersonal and communication skills (verbal and written) to build effective relationships within the corporation and work collaboratively with divisions and independently; strong organization and time management skills; the ability to manage competing priorities and coordinate a number of tasks at one time; ability to work with minimal supervision. Must be a team player with a commitment to quality and customer service.

Compensation

CUPE 126 - Job Class 7

$63,336

Advertisement Closing Date

Friday, October 30, 2016 at 11:59pm

Accommodation Needs and Protection of Privacy

The City of Peterborough is an organization that strives to embrace the spirit of inclusion, diversity, equity, and accessibility. We are an equal opportunity employer committed to building an inclusive and barrier-free environment in which all individuals have access to the City's goods, services, and facilities. If contacted for an employment opportunity, please advise People and Culture if you require an accommodation.

The personal information submitted for employment is collected under the Freedom of Information and Protection of Privacy Act and will be used to determine eligibility for employment. We thank you for your application but advise that only those selected for an interview will be contacted.