Operations Assistant

Town of Oakville; Oakville; On-site; CAD 40,000 - 55,000; Full time

Job summary

A municipal government body in Oakville, Ontario is seeking an Operations Assistant to provide administrative support to the Roads & Works and Parks & Open Space departments. The ideal candidate will have a college diploma and experience in administrative roles, showcasing strong organizational and customer service skills. This position offers a temporary, full-time contract with a focus on supporting various departmental activities.

Qualifications

• 1-3 years of related administrative experience.
• Proficiency in relevant software.
• Knowledge of accounting practices.

Responsibilities

• Provide daily administrative support to various staff.
• Receive and process requests for RW and POS services.
• Assist in seasonal hiring and orientation of new staff.

Skills

Organizational skills

Customer service

Team participation

Attention to detail

Education

2-year college diploma in office administration or related field

Tools

Word

Excel

Outlook

GIS

CRM

CityWorks

Job description

Job Details:
Temporary Full Time (CUPE 1329T)

Duration:
Indefinite term contract

Reason for Vacancy:
Leave of Absence

Posting Status:
Open to current Town of Oakville employees and external applicants

Closing Date:
Applications must be received at oakville.ca in the employment section by no later than midnight on August 4, 2025.

Reporting to the Supervisor, Administrative Support Services, the Operations Assistant provides timely, professional, courteous, and effective administrative support to staff within the Roads & Works and Parks & Open Space departments at the Central Operations Facility.

Job Responsibilities:

• Provide daily administrative support to Roads & Works (RW) and Parks & Open Space (POS) staff across various locations, including Central Operations, North Operations, SE Depot, and Harbours.
• Receive and process requests via telephone, email, CRM, and counter; provide accurate information regarding RW and POS services, including permit applications.
• Act as liaison between departmental staff, vendors, the public, other municipalities, government bodies, outside agencies, and corporate services.
• Assist other Operations Assistants during absences (vacation, sick leave, etc.).
• Transcribe correspondence such as letters, memos, reports, and presentations for management and staff.
• Organize meetings, committees, receptions, functions, and special events; record minutes as needed.
• Maintain mailing lists, arrange public meetings, mailings, and record filings.
• Manage and archive departmental, project, and corporate files following file management protocols.
• Support administrative tasks related to seasonal hiring, including creating letters, preparing hiring packages, liaising with HR and payroll, and assisting with orientation and interviews.
• Orient new staff on office procedures and systems.
• Order and maintain office supplies and departmental brochures, applications, and guides.
• Organize and distribute mail.
• Administer locker assignments, clothing sheets, security access codes, and work details using spreadsheets.
• Update Emergency Plan Binder and organizational charts.
• Assist in creating OU, OR, and OP numbers, maintaining vendor/contractor documents, and follow-up.
• Prepare and process VISA statements for reconciliation.
• Coordinate with finance and purchasing staff regarding financial processes.
• Process financial transactions for permits and programs following department procedures.
• Maintain service request logs and data entry into CRM and CIS/CityWorks programs; follow up on service/work orders.
• Support forestry notifications, tree permits, and underground utility locate coordination.
• Perform other duties as assigned.

Qualifications:

• Completion of a 2-year college diploma in office administration or related field, with knowledge of accounting practices.
• 1-3 years of related administrative experience, with knowledge of Town operations; equivalent education and experience may be considered.
• Excellent organizational skills and ability to multitask in a fast-paced environment.
• Exceptional customer service and communication skills, professional interaction with the public and staff.
• Strong team participation skills.
• Proficiency in Word, Excel, Outlook, and other relevant software (e.g., GIS, CRM, CityWorks).
• Strong attention to detail.
• Familiarity with municipal and regional government operations.
• Understanding of Works Operations, Parks Maintenance, and Forestry terminology.

Date: July 25, 2025

This profile outlines the general requirements; applicants should demonstrate their qualifications through their application and interview. The minimum score for interview selection is 75%.

We thank all applicants; only those selected for an interview will be contacted.