Administrative Assistant

REPORTS TO:  Public Works/Emergency Services Department

PURPOSE AND SCOPE:

• The Administrative Assistant is responsible for providing professional administrative and project support services, general administrative support for the operations of the municipality.

WORK HOURS:  35 hours per week, 8:30 a.m.- 4:30 p.m., Monday to Friday, plus evenings & weekends as required to attend meetings.

SALARY RANGE:  $46,323 to $56,359 per year

(2023 rate - under review).

OFFICE LOCATION:  Municipal Office, 317 Brock Street West, Merrickville, ON

TRAVEL:  Occasional travel required to perform duties.

SUPERVISION:  None.

DUTIES AND RESPONSIBILITIES

• Provides administrative support to Public Works and Emergency services /Management Departments professionally while demonstrating integrity and discretion when dealing with confidential and sensitive issues.
• Answers telephone calls and responds to inquiries from the public, appropriately assigning/referring calls and messages to the appropriate staff person, deescalating complaints with tact and diplomacy.
• Assists the Public Works Manager/Fire Chief in the preparation and tracking of reports, statistics, and budgetary items. 
• Research records and data collection for special projects, studies, informational brochures/newsletters, media ads, etc.
• Assists the Public Works/Emergency Services Department in coordinating effective corporate communications between staff, Council, and the public.
• Assists in the development of policies, procedures, and best practices.
• Assists with special programs and staff related events (i.e., employee recognition events, retirement recognition events, etc.).
• Assists in the maintenance of current information and posting of content to the municipal website.
• Submits service requests and assists with IT support.
• Coordinates the ordering of office supplies as required.
• Schedules office equipment repairs, maintenance, and updates from vendors.
• Provides coverage for the Receptionist as needed from time to time.
• Assists with coordinating departmental files, directing enquiries to the appropriate staff or external agencies.
• Assists with the preparation of various reports to be sent to the Provincial and Federal governments, and other agencies as required.
• Provides research and administrative support to assist with grant applications to external agencies.
• Assists the Public Works Manager/Fire Chief with project coordination including the development of project proposals, plans, associated studies and progress reports.
• Develops, organizes, and maintains data and other information. 
• Maintains and provides updates on content for the municipal website.

EMERGENCY MANAGEMENT 

• Member of the Municipal Control Group for emergency planning, (Emergency Information Officer) takes minutes and prepares summaries.
• Other duties and responsibilities as assigned by the Public Works Manager/Fire Chief.

GENERAL

• Ensures a high level of transparency and accountability while respecting and adhering to confidentiality requirements, including those under the Municipal Freedom of Information and Protection of Privacy Act and any relevant policies and procedures of the municipality.
• Protects own health and safety and that of others by adopting safe work practices, reporting unsafe conditions immediately and attending all relevant training regarding occupational health and safety.  Follow all requirements and guidelines for employees and employers as legislated under the Occupational Health and Safety Act.

QUALIFICATIONS

1. Two years of related experience working in a private, public, or non-profit organization in an administrative capacity.

2. Excellent communication skills demonstrated both verbally and in writing.

3. Proven excellent organizational abilities.

4. Demonstrated strong interpersonal skills including tact and discretion when dealing with elected representatives, staff, and the public.

5. Strong integrity, discretion to maintain confidentiality regarding sensitive and private information.

6. Strong ability to work under pressure and manage interruptions while meeting deadlines and adapting to unexpected changes.

7. Excellent communication skills and able to maintain harmonious working relationships with others in a team environment.

8. Knowledge of office practices and procedures.

9. Strong computer skills, particularly with Microsoft Office applications.

10. Excellent typing/word processing/computer/ skills required.

11. Excellent report writing skills are a strong asset.

WORKING CONDITIONS/RELATIONSHIPS

• Work from the Municipal Office. May be subject to constant interruption.
• This position requires discipline to meet deadlines and short timelines. Strategic thinking and planning are required.
• Daily contact with the Manager of Operations/Fire Chief.
• Regular contact with all staff and Fire Officers as well as Volunteers, CAO and Department Managers and support staff in the Municipal office for the purpose of obtaining and sharing information to complete work assignments. 
• Normal work week is 35 hours and must be prepared to work nights and weekends.

WORKING RELATIONSHIPS

INTERNAL:  Municipal employees; volunteers; municipal council and advisory committee Members when necessary.

EXTERNAL: Regular contact with vendors and suppliers.

Contact with Fire/ Public Works Associations, Fire Marshal’s office, 

Emergency Management Ontario, colleagues in other municipalities, other

external agencies, municipalities, or associations on an as required basis to  

exchange or share information.                                                                                

Applications should be clearly marked “Administrative Assistant” and addressed in confidence to:

Brad Cole, Manager of Operations/Fire Chief

Village of Merrickville-Wolford

P.O. Box 340, 317 Brock St. W.

Merrickville, ON K0G 1N0

Email:  firechief@merrickville-wolford.ca

Deadline for applications is Wednesday December 13, 2023 at 4:30 p.m.

For assistance applying to this position, or for any other job search related needs, please contact CSE in Kemptville at 613-258-6576 or in Prescott at 613-925-0222.