Job Description

POSITION SUMMARY

Reporting to the Clerk, the Administrative Assistant, Corporate Services provides administrative support to the Clerk's Department, with a focus on Council, communications and legislative related functions. This position may also provide administrative support to the CAO and other senior managers, as needed.

RESPONSIBILITIES

Administrative Support:

Engages in general office tasks including but not limited to scanning, photocopying, printing, filing, typing, data entry, and relaying messages. Drafts and reviews correspondence, contracts, reports, and files as directed by the Clerk. Liaises with Township staff and external providers on any matters related to legislative or corporate services. Conducts research on policy matters and assists with the organizing and drafting of Township policies, procedures and other documents under the direction of the Clerk. Assist in the issuance of Licenses such as Marriage Licenses, Mobile Canteen Licenses and Lottery Licenses under the direction of the Clerk. Produces and maintains any forms, records, reports and correspondence as required. Maintains of the Township Website and Township Social Media Channels under the direction of the Clerk. Develop advertising, promotional materials, and public notices for placement online, in newspapers and other publications. Drafts newsletters and other forms of correspondence and communication for management review prior to dissemination. Assists with the ongoing maintenance of the Township Policy Manual and compliance with the Retention By-law. At the direction of the Clerk, assist Council members and management with travel plans for external meetings, conferences and training opportunities. Maintains filing system for correspondence and related materials. Provides administrative support to other members of the municipal office when required (i.e., folding and stuffing notices, reviewing documents for spelling, assisting with research, etc.). Provides general service and information regarding the Township and directs visitors to appropriate person or department. Co-ordinates the organization of municipally hosted special events such as Canada Day, Remembrance Day and Santa Claus Parade with the potential to add others in the future.

Other Duties:

Assists the CAO with any Economic Development activities that are required. When required drafts Council and Committee Meeting Minutes under the direction of Clerk. Assists with conducting Municipal Elections under the direction of the Clerk. Provides back up to the front counter when the Receptionist is not available by responding to telephone inquiries, relaying messages, receiving payments and routing calls to the appropriate person. Ensures the confidentiality of all information in accordance with the Municipal Freedom of Information and Protection of Privacy Act. Participates as part of the designated Municipal Control Group when called upon, to utilize an Incident Management System (IMS) to ensure the co-ordination of municipal, provincial, federal, private and volunteer services in an emergency to bring the situation under control as quickly as possible. Adheres to the Occupational Health and Safety Act and the Township Health and Safety Policy. Performs other related duties as required.

WORKING RELATIONSHIPS

Internal:

Clerk, CAO, Township Staff, Management Team

External:

Council Members, General Public

KNOWLEDGE, TRAINING AND QUALIFICATIONS

The incumbent must have proficient knowledge of the following (or the willingness and ability to obtain):

Post-secondary education in an Administrative or Communications related field or equivalent work experience. Successful participation or completion of the Municipal Administration Program is preferred. Excellent knowledge of personal computers and associated software, with word processing and/or social media experience. Proven ability to work with Microsoft Suite, Outlook and Adobe programs. Knowledge of cloud-based data programs such as SharePoint. Experience working with electronic agenda and record management software would be an asset. Valid class "G" driver's license in good standing.

SKILLS AND COMPETENCIES

Strong organizational ability Strong oral and written communication skills Exceptional attention to detail Customer service acumen Analytical and problem-solving skills Ability to work independently as well as part of a team Visual and mental concentration to multitask Ability to prioritize tasks Time management skills and ability to work under deadlines/stress

WORKING CONDITIONS

Typical climate-controlled office environment with standard weekday office hours. Work activities require visual and mental concentration for intermediate durations of time. Extended periods of time spent keyboarding and working on a computer. Occasional lifting and carrying of items weighing less than 30 lbs (i.e. office supplies).

Please note: The above statement reflects the general details considered necessary to describe the principal functions of the job identified and shall not be considered as a conclusive description of all work required in the position. This job description may be subject to change to meet organizational, resident or operational requirements.

Job Type: Full-time

Pay: $28.83-$33.92 per hour

Expected hours: 34.5 per week

Benefits:

Company pension Dental care Extended health care On-site parking
Work Location: In person

Application deadline: 2025-08-01
Expected start date: 2025-08-11