Reporting to the Manager Operational Services, this position provides a variety of administrative, clerical and secretarial support to the Infrastructure Maintenance department. Schedules appointments and makes meeting and travel arrangements; deals with public inquiries and concerns as appropriate; provides the public with advice information and guidance relevant to the department’s focus; processes incoming and outgoing mail; transcribes or types material from written or verbal sources; may prepare and distribute meeting agendas; maintains and updates records, projects and files.
Key Responsibilities Include:
Types and maintains, in accordance with priorities, correspondence, reports, agendas, minutes and material for the Manager of Operational Services;
Ensures the Manager of Operational Services is provided with information related to ongoing infrastructure maintenance projects. Ensures appropriate records and prepared and retained;
Arranges and organizes seminars and meetings, books facilities, travel arrangements for designated personnel as required;
Organizes and maintains filing systems relative to the functional areas, in conjunction with the County’s Records Management Coordinator; including all paper, digital files and maps;
Prepares road crossing and approach agreements; ensures that payments are received;
Assists the Manager of Operational Services with issuing and recording gravel permits and road bans;
Ensures daily time sheets are recorded and entered accurately within payroll system;
Receives public complaints and concerns specific to functional areas; routes complaints and concerns to the appropriate department or staff member.
Completion of Grade 12 or GED equivalent and post-secondary training in Office Administration
Two (2) to three (3) years of experience, preferably in a municipal setting, in the capacity of an administrative support;
Demonstrated organizational ability and composure to work within specific timeframes, in a fast-paced climate;
Ability to communicate effectively using courtesy, tact and discretion in dealing with requests, complaints and clarification of information;
Strong interpersonal, verbal and written, communication skills. With the ability to work with the public and staff at all levels with the County with minimal supervision in a multiple task environment;
High degree of competency in using computers in the technical areas of word processing, spreadsheets, databases and presentation software.