Job Description

The City of Orillia is hiring
Administrative Support - Capital Projects
The City of Orillia is less than 90 minutes from the Greater Toronto Area. Even though growth and progress have been strong in recent years, the Sunshine City has worked hard to retain the small-town charm that has captivated generations. The quality of life is unbeatable in this city surrounded by two lakes, where outdoor pursuits are available in all seasons and are enjoyed by both visitors and residents.
The City of Orillia is currently seeking a highly motivated individual to fill the position of Administrative Support - Capital Projects.
Reporting to the Office Manager or designate, the Administrative Support - Capital Projects serves as the Infrastructure Capital Projects main point of contact for residents and staff in relation to on-going capital projects.
Candidates must possess a post-secondary diploma in Office or Business Administration with one (1) year of experience in a municipal environment, specifically construction or engineering, considered an asset.
The City of Orillia offers a competitive salary with a comprehensive benefits package, and registration with the OMERS Pension Plan. The wage range for this position is $26.69 per hour with progression after successful completion of a 90-day probationary period to $27.22 per hour based on a 35-hour work week.
Interested candidates with the required qualifications are welcome to submit their resume and letter of interest by November 13, 2025 at noon.
Applications will only be accepted by applying online. Please click the " Apply Now" button below.
We thank all applicants, however, only those selected for an interview will be contacted.
Note: The City of Orillia is committed to an inclusive, barrier-free environment. Accommodation will be provided in all steps of the hiring process. Please advise the City of Orillia Human Resources Department if you require any accommodations to ensure you can participate fully and equally during the recruitment and selection process. We thank all applicants that apply and advise that only those to be interviewed will be contacted. In accordance with the Municipal Freedom of Information and Protection of Privacy Act, personal information is collected under the authority of the Municipal Act 2001,S.O. 2001, c. 25., and will be used for the purpose of candidate selection. Questions about this collection should be directed to the Freedom of Information Coordinator, City of Orillia, 50 Andrew St. S., Orillia ON L3V 7T5.
Administrative Support - Capital Projects
Position Synopsis and Purpose
The Administrative Support - Capital Projects maintains a welcoming and professional environment at the Orillia City Centre. This position is responsible for providing to support to the Infrastructure Capital Projects Division, responding to incoming calls and handling general inquiries, maintaining project summaries, and providing efficient administrative support to ensure smooth daily operations. The position plays a key role in representing the organization's image and values, delivering excellent customer service, and supporting internal teams through clerical and coordination tasks.
Major Responsibilities
Description
Approx. Time
Spent (%)
Administration

• Answer and direct incoming calls and emails in a timely and professional manner.
• Assist with all administrative contract and tendering processes for capital projects under the Development Services and Engineering Department.
• Website Contributor for Infrastructure Capital Projects Division, updating and posting any new or critical project updates, as well as other department pages as required.
• Participate in division meetings and pre-construction meetings to assist with meeting minutes.
• Compile and/or confirm property data/mailing addresses for project notice distribution.
• Maintain the Division's electronic documents for each project through Teams and SharePoint, adhering to the Records Information Management Policy.
• Assist Office Manager with maintaining office supplies and ordering supplies for the Development Services and Engineering Department.
• Review and process notices to businesses and residents via City's website and through Council Information Packages.
• Provide front-counter support to Legislative, Building, Parking and Transit Services Division as required.
• Support other Development Services and Engineering administrative support staff during absences.
• Perform a variety of clerical tasks including data entry, photocopying, and document preparation.
• Other duties as assigned in accordance with Corporate Objectives.

85%
Financial Management

• Understand and provide guidance to Infrastructure Capital Projects Division staff regarding the Procurement Policy.
• Process all invoices and payments for the Infrastructure Capital Projects Division, and other areas as assigned in the Office Managers absence.
• Maintain Project Summaries through Excel for project managers and General Manager to ensure capital projects remain on budget, tracking all committed costs.
• Prepare purchase orders for the division, and other areas of DSE as assigned.
• Handle miscellaneous payments when providing back-up counter support to the Legislative, Building, Parking and Transit Services Division.

15%
*Note: All activities are expected to be performed in a safe manner, in accordance with the Occupational Health and Safety Act and its Regulations, along with Corporate Safety policies, procedures and programs. In addition, all necessary personal protective equipment must be used and maintained in good condition.
Minimum Qualifications
Education (degree/diploma/certifications)

• College diploma in Office, Business or Legal Administration.

Experience

• Working experience in a municipal setting, specifically construction or engineering, considered an asset.
• Experience in a front-facing service role considered an asset.

Knowledge/Skills/Ability

• Excellent judgement, organizational, verbal, and written communication skills.
• Ability to effectively handle stressful situations.
• Strong problem-solving skills, resourcefulness, and the ability to resolve conflicts effectively while maintaining professionalism and excellent customer service.
• Ability to deal with difficult customers, diffuse emotionally charged situations and resolve issues in a diplomatic and professional manner.
• Highly organized with the ability to prioritize tasks and manage time effectively.
• Demonstrated clerical skills, including filing and typing.
• Ability to deal effectively and courteously with the public, staff and external agencies.
• Advanced computer skills using SharePoint, MS Office applications, including Word, Excel, PowerPoint, Outlook, and the internet.
• Experience with Great Plains Financial System considered an asset.

Physical Demands

• Sitting, standing, or walking. Work is conducted in a standard office environment with continual visual concentration required.

Position Requirements

• Valid Class 'G' Ontario Driver's License and access to a reliable vehicle.
• A current and acceptable Criminal Record Check is required prior to the commencement date.

Position Classification
Position Title: Administrative Support - Capital Projects
Division: Infrastructure Capital Projects
Department: Development Services and Engineering
Classification: IBEW - Clerical and Technical Bargaining Unit
Work Location: Orillia City Centre
Reports to (Direct): Office Manager, Development Services and Engineering
Position(s) Supervised Directly: N/A
Position(s) Supervised Indirectly: N/A
Effective Date: May 5, 2025
Revision Date:
Salary Range: Class 6 - IBEW - Clerical and Technical Wage Schedule
Hours per Week: 35

Skills Required