Office Administrator

eBrandon; Hamiota; Hybrid; CAD 38,000 - 52,000; Full time

Job summary

Hamiota Municipality is seeking a professional Office Administrator to provide front-line service to the public and support the CAO, Council, and staff with administrative, legislative, records, communications, and customer service tasks.

The role emphasizes accuracy, confidentiality, and strong organization while handling public interactions and special projects as needed.

Qualifications

• Three years of municipal office experience preferred.
• Grade 12 diploma or higher is required.
• Certificate in Manitoba Municipal Administration is preferred.
• Knowledge of municipal legislation is an asset.

Responsibilities

• Provide front-counter, reception, and telephone service; respond to inquiries.
• Accept payments, issue receipts, prepare deposits, and support accurate record keeping.
• Maintain filing systems, bylaws, and council/committee records.
• Prepare mail, meeting materials, calendars, registrations, and travel arrangements.
• Assist with municipal communications, including website and social media.
• Support CAO with research, policy work, and service request forms.
• Handle confidential information professionally.

Skills

Communication

Organizational skills

Discretion

Customer service

Problem solving

Education

Grade 12 diploma or higher

Certificate in Manitoba Municipal Administration

Job description

Hamiota Municipality is seeking a professional, detail-oriented Office Administrator to join our administrative team. This position provides front-line service to the public and supports the Chief Administrative Officer, Council, and municipal staff with administrative, legislative, records, communications, and customer service functions.

About the Role

• The Office Administrator is an important member of the municipal administrative team, helping ensure effective daily operations and responsive service to residents, Council, staff, vendors, and community partners.
• Reporting to the Chief Administrative Officer, the successful candidate will provide reception and administrative support, assist with records and filing systems, support policy and bylaw administration, help maintain municipal records, and contribute to special projects and communications as required.
• This role requires professionalism, confidentiality, accuracy, strong organizational skills, and the ability to work with the public in a courteous and helpful manner.

Key Responsibilities

• Provide front-counter, reception, and telephone service, including responding to general inquiries, directing calls, recording messages, and assisting residents and visitors.
• Accept payments, issue receipts, prepare deposits, and support accurate record keeping for reconciliation and municipal billing processes.
• Maintain filing systems, municipal records, bylaws, Council and committee records, tax roll and local improvement records, maps, cemetery records, and related documentation.
• Prepare mail, correspondence, meeting materials, calendars, registrations, travel arrangements, supplies, and other administrative items.
• Assist with municipal communications, including website, social media, newsletter, and public information updates in collaboration with administrative staff.
• Support the CAO with research, special projects, policy and procedure work, complaint tracking, service request forms, and other assigned duties.
• Handle confidential information appropriately and maintain a professional and courteous standard at all times.

Qualifications and Experience

• Grade 12 diploma or higher is required.
• A minimum of three years of municipal experience is preferred but not required.
• Completion of, or willingness to complete, the Certificate in Manitoba Municipal Administration program is preferred.
• Knowledge of municipal legislation, including the Municipal Act, Planning Act, Elections Act, and related legislation, is an asset.
• Experience in a professional office setting, including public interaction and problem-solving, is required.
• Ability to interpret and work within municipal guidelines, procedures, policies, and bylaws.
• Strong communication, organization, accuracy, discretion, and customer service skills.