Administrative Assistant

The Administrative Assistant performs secretarial and clerical duties for the Chief Administrative Officer, Director of Works & Operations, Mayor and Council and other Management Staff as required. This position requires independent action and a high degree of confidentiality in matters related to City Council, City Management, Economic Development and labor relations. This is an out of scope salaried position.

Duties

• Types and distributes material required for Council and Committee meetings - memos, letters, reports, by-laws, resolutions, agendas, Board of Revision.
• Composes letters and memorandum as necessary.
• Prepare Proclamations, Letters of Greeting and Messages from the Mayor for signature.
• Prepare agreements for land sales, purchases, and leases.
• Types confidential correspondence and reports for Management Staff and Department Heads.
• Organizes public receptions/functions as required.
• Answer and refer inquiries and complaints from the public.
• Schedule meetings, appointments, travel arrangements as required.
• Files and maintains records, correspondence, reports, provincial statutes, minutes, and maintains file index.
• Updates and maintains manuals - Policy, Operations, Emergency, By-Law index.
• Maintain Forms and Forms Listing.
• Maintain various listings, including Honorary Citizens, Telephone Listings, Council, Committee
• Acts as a Commissioner for Oaths when necessary.
• Schedules and co-ordinates the use of Council Chambers and Boardroom by both City Staff, Council and outside groups.
• Responsible for outgoing mail - ensuring postage is maintained.
• Responsible for printer/fax machine in - ensuring paper and toner supplies are maintained, receiving incoming messages, distributing, and arranging for repair when necessary.
• Tracks receipts of monies for purchases of boards on the Boardwalk, prepare letters and mail Certificates of Purchase.
• During Election years, is responsible for the preparation work for the election, under the discretion of the Chief Administrative Officer, including preparation of forms, securing of workers and facilities.

Qualifications

• Post-secondary education from a recognized Business College and/or 3 years of relevant experience, previous Municipal experience would be an asset.
• Must be able to carry out duties with minimum supervision under the direction of the Chief Administrative Officer.
• Must be able to maintain strict confidentiality.
• Must have a high computer proficiency.

Job Type: Full-time

Benefits

• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• Paid time off
• Vision care

Education

• Secondary School (preferred)

Experience

• Administrative experience: 3 years (preferred)

Work Location: In person