Administrative Assistant - Loyalist Township

The Administrative Assistant provides administrative support to the Corporate Services, Strategy & Innovation Department including the Clerks, Communications, and IT Divisions and Asset Management and Strategic Initiatives functions. A wide range of administrative support and customer service activities are performed to facilitate the efficient operation of the department, appropriate service delivery to residents and other customers, and to contribute to the achievement of our Strategic Plan. The responsibilities are varied and require the ability to effectively problem-solve and prioritize tasks. The incumbent is a competent project administrator who effectively employs a range of technology solutions to improve efficiency through task digitization, support operational needs, and keep work on track to achieve project objectives. The role requires a strong commitment to service delivery for both internal and external customers.

View full job description on Loyalist Township website. 

MINIMUM QUALIFICATIONS:

• Two-year post-secondary education related to office administration or other related studies.
• Three (3) years relevant working experience, preferably in a municipal environment.
• Required to obtain and maintain satisfactory CPIC (Criminal Record Check)
• Required to possess and maintain valid Class “G” driver’s license, with a clean driving record and access to private vehicle.
• Prior experience preparing reports, meeting agendas and minutes.
• Experience with the TOMRMS filing system, and the iCompass Meeting Manager system is an asset.

SKILLS, ABILITIES, AND KNOWLEDGE:

• Excellent keyboarding skills and proficiency in Microsoft Office Suite, records management software, and the ability and willingness to adapt to and learn new technology.
• Proven ability to communicate effectively (orally and in writing) with a wide variety of individuals in a courteous and competent manner.
• Superior knowledge of office procedures and practices.
• Ability to act with integrity and discretion in handling confidential materials.
• Ability to work independently in a team setting.
• Ability to adapt to change and demonstrate flexibility and resiliency, with a continuous improvement mindset.
• Ability to organize and prioritize work to meet deadlines, with a high degree of accuracy and attention to detail, and appropriate follow-up.
• Good problem-solving abilities and critical thinking skills
• Numeracy and literacy skills, including ability to edit and proofread for correct spelling and grammar.
• Ability to foster a positive public/municipal relationship through excellent interpersonal and communication skills.
• Ability to meet a high level of customer service excellence.
• Ability to adhere to government legislation, operating manuals, Township policies/procedures and departmental guidelines.
• Knowledge of meeting manager software systems and CityWide Solutions is an asset.
• Highly self-motivated, professional, and capable of managing the workload and prioritizing tasks in a fast-paced municipal environment.

DUTIES AND RESPONSIBILITIES:

Provide administrative support to the Corporate Services Department including but not limited to:

• Providing administrative and research support for corporate projects and initiatives;
• Preparing documents, reports, agendas and minutes;
• Preparing certificates, correspondence, and public advertisements;
• Supporting information updates for the Township’s public engagement platform, website, and other media;
• Developing, maintaining and tracking workflows and managing information to support customer service and other operations needs; and
• Other administrative functions, as required.
• Act as a backup to Customer Service Associate including receiving, satisfying customer enquiries on first contact whenever possible or redirecting general enquiries on the phone, by e-mail, and in-person as well as processing and recording payments and accurately balancing cash.
• Provide ongoing maintenance and/or support of the following:
• Township Policy inventory
• Township Agreements tracker
• Township By-law tracker and providing information to the public.
• Vault records including minutes, by-laws, agreements, and deeds.
• Provide administrative support for cemetery operations.
• Undertake purchasing activities as authorized under the Procurement By-law.
• Coordinate the listing and tracking of Township promotional materials and assist with purchasing the same.
• Assist with the preparation of Council and Committee meeting agendas and minutes, including coordination of the meeting manager software system as directed.
• Act as Deputy Division Registrar for Vital Statistics registration. Register births, deaths, issue burial permits and forward appropriate documentation to Registrar’s Office and other municipalities, if applicable.
• Act as a Commissioner of Oaths.
• Act as a Provincial Offences Officer to process parking tickets including issuance of Notice of Impending Conviction (NIC), tracking NIC’s, prepare Certificate Requesting Conviction to forward to Court, preparing monthly Ministry of Transportation (MTO) ticketing reports and yearly MTO reports.
• Act as an Assistant Lottery Licensing Officer, review applications, issue licenses, receive final reports and prepare quarterly reports to the Alcohol and Gaming Commission of Ontario.
• Review and process applications and approved claims related to animals killed by predators under the Livestock, Poultry and Honeybee Act and submit to OMAFRA.
• Act as an Election Assistant, as required.
• Responsible as an employee for health and safety, including working safely within requirements of legislation and policies, reporting hazards, and maintaining a safe and clean environment.
• Demonstrates positive organizational citizenship and approaches tasks with a view to continual improvement.
• Other duties as assigned.

WORKING RELATIONSHIPS:

Internal: departmental staff, managers, supervisors, directors.

External: Council, the public, regulatory bodies, other municipalities, and levels of government.

WORKING CONDITIONS:

• Normal office environment working conditions apply.
• May be seated for long periods (3-4 hours).

This job description reflects the primary duties and responsibilities of this position and should not be construed to describe in detail all duties and responsibilities of the job.

Loyalist Township values a diverse workforce and looks to attract and retain people who will work together to provide excellent service to our residents, visitors, business partners, and each other. If you are looking for a rewarding opportunity to work with a team of professionals dedicated to promoting the quality of life and prosperity of our community, come join us!

In accordance with the Accessibility for Ontarians with Disabilities Act, Loyalist Township is pleased to accommodate the individual needs of applicants with disabilities within the recruitment and selection process. Please contact the Human Resources team at hr@loyalist.ca or 613-386-7351 ext. 149 if you require accommodation.