Public Works Administrative Assistant

Rural Municipality of Corman Park No. 344; Saskatoon; On-site; CAD 65,000 - 79,000; Full time

Job summary

A leading municipality is seeking a Public Work Administrative Assistant responsible for delivering comprehensive administrative support to ensure operational efficiency. This role involves managing communications, coordinating meetings, and handling payroll functions. The ideal candidate will possess excellent organizational and communication skills and have relevant educational background and experience, including a commitment to customer service.

Qualifications

• Experience in a municipal environment would be an asset.
• Diploma or associate degree in a related field would be an asset.
• Knowledge of Microsoft Office programs is required.

Responsibilities

• Providing comprehensive administrative support for the Infrastructure and Public Works Department.
• Managing communications, scheduling meetings, and handling payroll processing.
• Coordinating job interviews and supporting Bylaw Enforcement Hearings.

Skills

Customer Service Orientation

Communication

Adaptability and Initiative

Organizational Skills

Problem-Solving and Critical Thinking

Technical Proficiency and Continuous Learning

Education

Diploma or associate degree

Experience in a municipal environment

Relevant certification or specific training

Job description

POSITION: Public Work Administrative Assistant

General:

Is responsible for providing comprehensive administrative support for all Infrastructure and Public Works Department functions, serving as a critical administrative liaison between department leadership, staff, and the public. This role involves supporting the Director through advanced administrative coordination, managing public inquiries with professionalism, and delivering essential administrative services that ensure departmental operational efficiency and effective communication.

Reporting:

This position reports directly to the Director of Infrastructure and Public Works. This position also provides support to the Manager of Human Resources.

Key Responsibilities:

• Managing organizational communication channels:
• Oversee phone and email communications, ensuring timely responses and proper routing of messages
• Manage internal messaging systems or intranets
• Coordinate and distribute company-wide announcements or newsletters
• Monitor and manage social media accounts if applicable
• Ensure consistent branding and messaging across all communication platforms
• Meeting and calendar management:
• Schedule and coordinate meetings, both internal and external
• Prepare and distribute meeting agendas and materials
• Manage executive calendars, prioritizing appointments and resolving conflicts
• Book meeting rooms and arrange necessary equipment or catering
• Follow up on action items from meetings
• Administrative infrastructure support:
• Maintain inventory of office supplies and equipment
• Implement and update administrative policies and procedures
• Manage office space allocation and organization
• Oversee document management systems and filing processes
• Provide support in contacting various vendors and obtaining quotes for Infrastructure and Public Works
• Diverse administrative responsibilities:
• Handle travel arrangements and expense reports
• Prepare and edit correspondence, reports, and presentations
• Manage incoming and outgoing mail and packages
• Assist with event planning and coordination
• Provide general administrative support to various departments as needed
• Payroll entry and processing:
• Input employee time and attendance data into payroll systems
• Verify accuracy of payroll information and resolve discrepancies
• Process payroll-related documents such as tax forms and benefits enrollments
• Ensure compliance with labor laws and regulations
• Assist with payroll audits and reporting
• Coordinating job interviews and reference checks:
• Liaise with hiring managers to schedule interviews
• Coordinate candidate logistics, including travel arrangements if necessary
• Prepare interview materials for hiring managers
• Conduct initial phone screenings if required
• Perform reference checks, verifying candidate information and past employment
• Supporting Bylaw Enforcement Hearings:
• Prepare the court docket documents as required

oArrange for necessary equipment and resources for hearings

oRecord the court proceedings and fill out the applicable information related to the tickets and fines

• Compile data and send to various stakeholders as required
• Assist with follow-up actions resulting from hearings
• Other duties as assigned:
• Remain flexible and adaptable to take on additional tasks as needed
• Assist with special projects or initiatives as they arise
• Provide backup support for other administrative roles when necessary
• Contribute to process improvement efforts within the organization

Education/Experience Requirements:

·Experience in a municipal environment would be an asset

·Diploma or associate degree in related field would be an asset

·Relevant certification or specific training in the respective field

Required Skills:

• Customer Service Orientation: Commitment to meeting the needs of internal and external stakeholders with a positive attitude and enthusiasm.

• Communication: Outstanding verbal and written communication skills, with the ability to effectively interact across all levels of the organization.

• Adaptability and Initiative: Flexibility in responding to changing circumstances, proactively identifying opportunities for improvement, and working well under pressure with tight deadlines.

• Organizational Skills: Strong ability to manage multiple tasks simultaneously, with excellent time management and attention to detail.

• Problem-Solving and Critical Thinking: Analyzing information objectively, making reasoned judgments, and displaying outstanding problem-solving skills.

• Technical Proficiency and Continuous Learning: Knowledge of Microsoft Office programs, coupled with a commitment to ongoing professional development and skill improvement.

Additional Job Information:

Position Type:Permanent Full-time

Hours of work: 8:00am to 5:00pm (40 hours per week, Monday to Friday)

Wage Range: $65, 452 - $78,153per year, commensurate upon experience, plus benefits

Office Location: Corporate Office

How to Apply:

Please submit your resume and cover letter to [e-mail].

Please note that only short-listed candidates will be contacted for further steps in the selection process. Applications will be reviewed on a rolling basis until the position is filled.