Drainage Services - Belle River, Canada - Municipality of Lakeshore
Description
Position:
Temp Administrative Assistant - Capital Projects (including Drainage) Temporary until August 2024
Salary:
$30.04 to $35.14/hr
Union:
CUPE
Reports to:
Division Leader - Drainage, Division Leader - Capital Projects
Purpose of Position:
This position is responsible for performing a variety of clerical duties to administratively support the efficient and effective operation of the Capital Projects Division including Drainage.
Qualifications & Experience:
- 1 year college diploma in Office Administration or combination of related discipline and experience
- 1 year of experience in an office environment or a combination of education and related experience
- Satisfactory police clearance
Knowledge & Skills:
- Demonstrate proficiency in Microsoft Office programs including but not limited to Word, Excel and Powerpoint
- Knowledge and use of office equipment including a computer, photocopier, laminator, projector, phone network system, etc.
- Strong verbal and written communication skills to properly communicate with the public and fellow staff members
- Organizational skills to meet deadlines
- Demonstrated proficiency in addressing questions of the public with tact and professionalism
- Knowledge of the Municipal bylaws would be an asset
- Understanding and reading blue prints would be an asset
- Proficiency in CityWorks, CityView, Escribe, Laserfiche, financial software, GIS, internet, etc would be an asset
Major Responsibilities:
- Perform administrative duties such as filing, data entry, mail, agenda prep, meeting prep, meeting minutes, information gathering for reports and tenders, etc,
- Maintain corporate electronic and paper filing systems and file documents as required
- Run all GL's for Drain Tracker schedules for all maintenance projects that were completed in that particular year for leadership review.
- Input schedule for engineer reports once capital projects completed into DrainTracker and advises Treasury department of entry.
- Provide administrative support for the tender process
- Draft bylaws for every drainage report that is submitted from the engineer.
- Data entry into various databases, software, excel, inventory, etc.
- Photocopy, scan or and laserfiche as required
- Schedule meetings appointments, training, etc as requested
- Prepare and code invoices for leadership approval
- Maintain database in order to allow for tracking, information and report preparation including data entry in spreadsheets
- Scribe minutes at meetings
- Prepare and distribute circulations
- Review completion of various forms
- Compile data for response to various requests
- Take messages
- Observe all Municipal policies, procedures, occupational health and safety practices, legislation and regulations, and Municipal bylaws.
- Provide customer service as required.
- Provide backup to the Public Service Unit for the phones and other general inquires
- Other duties as assigned
Decision Making and Judgement:
- Work is performed under the general direction of the Division Leaders and or Team Leader.
- Work is approved or reviewed by Division Leaders.
- Expected to comply with confidentiality procedures when handling information
- Sitting, standing, bending, keyboarding
Interaction Level:
Internal**:
- Daily contact with office staff and management
- Handle questions from the public and provide information
- Daily contact with public to provide information
Working Conditions:
Environment
- Works within an office environment
- 8:30 a.m. to 4:30 p.m. (35 hours per week).
- Overtime as specified in the Collective Agreement with
CUPE Local 702.4
Updated:
July 2021
Core Competencies
Organizational & filing skills Accuracy & Attention to Detail Professionalism
Cooperation Multitasking Prioritization
Customer Service
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