Job Description

The Business Support Administrator serves as an organizational shared service providing administrative and clerical support across a portfolio of all departments. The position ensures the delivery of high-quality customer service and the efficient handling of information and transactional services. The role involves coordinating with internal teams to streamline services, maintain departmental records, and deliver accessible services to the public.

Customer Service:

Serve as the first point of contact for customers, including greeting and engaging visitors, providing information and direction on services, answering telephones, and responding to email inquiries. Provide information, direction and assistance with permits, licensing, rentals, and other municipal services within assigned portfolio in a professional manner, maintaining a focus on customers' needs. Support and coordinate facility rentals, and program scheduling, sponsor requests, information requests and "upselling" facilities, programs and services; this includes supporting Tree programs, Farmer's Market, seasonal programming, registration coordination, customer inquiries, documentation, and communication.

Administrative and Clerical Support:

Conduct research, prepare correspondence, and maintain records systems, including work-order platforms. Perform data entry, filing and maintenance of documents, spreadsheets, and forms. Support meetings through agenda creation, distribution, and minute taking. Manage office supplies, bulletin boards, mail distribution, and coordination with external service providers. Support communication through tasks such as monitoring and updating the municipal website to ensure current information is posted, and pertinent information is readily available.

Financial Transactions:

Process payments for various services such as permits, licenses, program registrations, facility bookings, processing fee waivers as applicable. Prepare invoices, receive and process revenues and perform reconciliation functions. Handle cash reconciliation, track invoices, follow up on overdue payments, and enter tax and miscellaneous payments.

Departmental Support

Maintain in-depth knowledge of departmental services, procedures, governing policies and by-laws, and computer applications. Ensure compliance with departmental policies and external regulations. Support the implementation of departmental services by liaising with internal teams. Assist in creating and updating standard operating procedures (SOPs) for administrative tasks.

Confidential Information and Data Management

Safeguard sensitive customer and organizational information, ensuring compliance with privacy standards. Maintain organized records of confidential data and manage access to secure files.
+ Secondary School Diploma or equivalent required. 1 year of administrative or clerical experience, including records management, handling customer inquiries, and correspondence preparation Experience providing exceptional customer service to various stakeholders including residential and commercial customers. Strong organizational and multitasking abilities. Proficiency in using computer software systems (e.g., Microsoft Office, PerfectMind), and financial processing tools. Proficiency with office equipment including photocopier/printer, facsimile, point-of-sale system, scanners, telephone systems etc. Excellent written and verbal communication skills. Ability to work effectively in a team environment and independently. Continuous learning of municipal policies, services, and related regulations. Adaptability to frequent interruptions and a high-paced work environment.

Preferred:

Post-secondary diploma in Office Administration, Business Administration or a related field. Accounting and/or bookkeeping knowledge. Experience with records classification and document management systems considered an asset.

This is a union position that starts at an hourly rate wage band of

$27.38 - $30.25/hour

. Interested applicants should visit our Careers section to view the entire job description and apply online at www.wellington-north.com

. Applications will be accepted in confidence until

September 7th, 2025

.


We thank all applicants for their interest. Only those applicants selected for further consideration will be contacted. Wellington North is an equal opportunity employer. Accommodation for disabilities will be provided, upon request, to support participation in all aspects of the recruitment process. Personal information in relation to the recruitment and hiring process is collected under the authority outlined in the Municipal Freedom of Information and Protection of Privacy Act.