Job Description

The strength in Middlesex Centre lies with its people. Located just west of the City of London, Middlesex Centre's rural communities and small towns make it a great place to live, work and play.



Municipality of Middlesex Centre

Employment Opportunity

Corporate Services Administrative Assistant

(Parental Leave Contract)

Contract (18 months), Full-Time Position, Non-Union, On-Site

Department:

Corporate Services

Grow your Future at Middlesex Centre



The Municipality of Middlesex Centre is a thriving, progressive, and welcoming community. Located just west of the City of London, Middlesex Centre's rural charm and vibrant small towns make it a great place to live, work, and play.

What makes us special? Our team!

We are supportive, inclusive, and collaborative workplace. We take pride in delivering the highest standard of municipal services to our community. We embrace our values of respect, cooperation, innovation, and integrity.

If you are a team player who is passionate about your work and are always looking for ways to improve and grow, then we want to hear from you.

We can offer you:

Competitive compensation Participation in OMERS, one of the best defined-benefit pension plans in Canada Comprehensive health and dental benefits with a health care spending account An employee and family assistance program A culture that supports ongoing training and professional development.

Position Summary

The Corporate Services Administrative Assistant is the first point of contact in the office (on-site) for the public and assists with handling enquiries and problem-solving issues. This position receives and processes all payments collected, and coordinates, records and balances cash receipts. This position performs provides accounts payable, accounts receivable and administrative support for the Corporate Services team.

Responsibilities



Customer Service

Acts as first point of contact in the office for the public, answering inquiries over the telephone or in-person, provides information and refers callers/visitors to appropriate staff member when required. Processes and distributes all incoming and outgoing mail, deliveries, faxes, and emails, including taxes and planning notices. Processes and files administrative changes on accounts and tax certificates including email and mailing address updates. Posts all tax, utility and general payments to the journal and issues receipts. Receives payments in-person and through a variety of methods, balances float daily and ensures cash deposits are reconciled; investigates issues.

Accounts Payable & Receivable

Inputs and codes invoices into the municipal accounts payable system. Prepares invoicing for all general accounts as required. Follows up on statements (AP and AR) as required.

Administration Support

Provides administrative support to the Chief Administrative Officer (CAO) and Director of Corporate Services as required. Proofreads documents, correspondence, presentations, tenders, quotations, proposals etc. Provides administrative support, such as preparing forms, reports, statements, and presentation materials, documents, and ensuring all published documents are AODA compliant. Assists in data collection for annual reporting.

Records Management

Scans and captures municipal documents into an Electronic Document Management System (Laserfiche) and ensures scan quality and accuracy. Inputs document metadata into Laserfiche. Stores and classifies documents into Laserfiche according to The Ontario Municipal Records Management System (TOMRMS). Works with Clerk to identify document retention periods and assist with the destruction and archival of municipal records. Assists municipal staff with various document searches and document requests.

Other Responsibilities

Co-ordinates WSIB/Certificates of Insurance/AODA compliance signoffs for Corporate Services and provides guidance to other Municipal staff on this process. Orders office and kitchen supplies for the municipal office. Executes documents and affidavits as a Commissioner of Oaths. Acs as an alternate for the Emergency Control Group in the absence of the Emergency Information Officer. Undertakes special projects and performs other duties as assigned in accordance with departmental or corporate objectives.

Qualifications & Experience

Education

College diploma in business administration, executive administrative or related field of study.

Experience

3-4 years of progressive experience in a computerized accounting environment, preferably with municipal and/or banking experience.

Skills & Abilities

Excellent interpersonal and communication skills with the ability to interact effectively and courteously with all levels of staff and contacts in a customer service-excellence environment. Strong organizational skills, attention to detail and ability to multi-task. Demonstrated knowledge of administrative processes and office equipment. Experience with Keystone Municipal Software and Microsoft Office.

Other Requirements

A valid Ontario class G driver's license in good standing. Criminal Records Check.

Hours & Conditions of Work

Normal work hours are 37.5 per week, Monday to Friday.

This position primarily works in the main municipal office.

Compensation



Middlesex Centre offers a competitive salary and a comprehensive employee benefit plan, including participation in the OMERS pension plan for this position. Compensation for this position is currently $55,185.00 to $65,695.50 per year.

Job Posting #:

2025-023

Posting Closing Date:

October 1, 2025

Contract duration:

18 Months

This job posting is for an existing position within our organization. The position is currently open, and we are actively seeking qualified candidates to fill the role.

Middlesex Centre is an equal opportunity employer and is committed to an inclusive recruitment and selection processes. Please advise us in confidence of any accommodations needed to ensure your access to a fair and equitable process.



Middlesex Centre is an equal opportunity employer and is committed to an inclusive recruitment and selection processes. Please advise us in confidence of any accommodations needed to ensure your access to a fair and equitable process.