Office Support

Town of Kingsville; Kingsville; On-site; CAD 28,000 - 39,000; Full time

Job summary

The Town of Kingsville is seeking an Office Support Employee to provide comprehensive administrative, clerical, reception, and customer service across multiple municipal departments. The role covers Customer Service, Finance, Public Operations, Facilities and Properties, Building, Planning, Fire and Legal.

Responsibilities include handling front-line inquiries, processing payments, maintaining records, and supporting service requests while using Cityworks, Cloudpermit, Laserfiche, GIS, and other

Qualifications

• Minimum Community College diploma in Business Administration, Public Administration, or a related field.
• 2–3 years progressive experience in a municipal or professional office environment.
• Proficiency with Microsoft Office (Word, Excel, Outlook), Great Plains, Laserfiche, Cityworks, Cloudpermit, GIS mapping, and other municipal software.
• Excellent customer service, organizational, and communication skills.
• Experience handling cash, processing financial transactions, and preparing bank deposits.
• Ability to multitask, prioritize effectively, and complete assignments accurately and efficiently.

Responsibilities

• Provide front-line customer service in person, by telephone, and via email; respond to inquiries, complaints, and service requests, and direct residents to the appropriate department.
• Answer multi-line telephones, forward calls, and manage email correspondence in accordance with departmental SOPs.
• Document service request outcomes and communicate results to residents and internal staff.
• Process payments for property taxes, water accounts, building permits, licenses, burials, marriages, and other municipal services.
• Reconcile and balance cash drawers, prepare bank deposits, and manage daily financial transactions.
• Review, process, and track building permits, inspections, zoning applications, portable sign requests, and related documentation using municipal systems.

Skills

Multitasking

Customer service

Organization

Communication

Education

College diploma in Business/Public Admin

Tools

MS Office

Great Plains

Laserfiche

Cityworks

Cloudpermit

GIS mapping

Job description

Office Support

POSITION SUMMARY

Reporting to the applicable Department Manager or Supervisor, the Office Support Employee provides administrative, clerical, reception, and customer service support across multiple municipal departments, including Customer Service, Finance, Public Operations, Facilities and Properties, Building, Planning, Fire and Legal.

RESPONSIBILITIES

Customer Service & Reception

• Provide front-line customer service in person, by telephone, and via email; respond to inquiries, complaints, and service requests, and direct residents to the appropriate department.
• Answer multi-line telephones, forward calls, and manage email correspondence in accordance with departmental standard operating procedures.
• Document service request outcomes and communicate results to residents and internal staff.

Financial & Payment Processing

• Process payments for property taxes, water accounts, building permits, licenses, burials,marriages, and other municipal services.
• Reconcile and balance cash drawers, prepare bank deposits, and accurately manage daily financial transactions.
• Track deposits and maintain accurate financial records related to property and service files.

Permits, Applications & Service Requests

• Review, process, and track building permits, inspections, zoning applications, portable sign requests, and related documentation using Cloudpermit, Cityworks, and other municipal systems.
• Enter, track, and follow up on service requests, complaints, and locate requests; update Ontario One Call and internal tracking logs.
• Coordinate inspections, work orders, and service requests across departments.

Records & Information Management

• Maintain records, files, property information, maps, and departmental lists using Laserfiche,GIS mapping, and other municipal software.
• Create, update, and close property files and prepare property information reports for legal,real estate, and public inquiries.

Administrative & Clerical Support

• Prepare certificates, letters, reports, agendas, departmental correspondence, and committee packages.
• Support the development and maintenance of standard operating procedures, policy documentation, reports, and interdepartmental projects.
• Assist the Supervisor/Manager or Director with Administrative tasks.

Team & Departmental Support

• Provide backup support across all Office Support service areas as required.
• Participate in departmental meetings and collaborative initiatives.
• Perform other duties as assigned.

QUALIFICATIONS

• Minimum Community College diploma in Business Administration, Public Administration, or a related field.
• 2–3 years progressive experience in a municipal or professional office environment.
• Proficiency with Microsoft Office (Word, Excel, Outlook), Great Plains, Laserfiche, Cityworks,Cloudpermit, GIS mapping, and other municipal software.
• Excellent customer service, organizational, and communication skills.
• Experience handling cash, processing financial transactions, and preparing bank deposits.
• Experience with data entry, file management, telephone reception, and general office procedures/equipment (photocopier, scanner, postage meter, stuffing machine, debit machine).
• Ability to multitask, prioritize effectively, and complete assignments accurately and efficiently.
• General knowledge of municipal operations, property assessments, by-laws, building codes,and departmental policies is considered an asset.

WORKING CONDITIONS

• Work is primarily performed in an office environment.
• Sedentary work with significant computer use, phone handling, and data entry.
• 37.5 hours per week.

Hourly Rate of Pay

• Rate of pay will be in accordance with Schedule “A” of the Collective Bargaining Agreement.

Accommodation under the requirements of the Accessibility for Ontarians with Disabilities Act (AODA) will be provided upon request.

This posting is for an existing vacancy.