Administrative Assistant Part-time

$27.87 /hour to $33.67 /hour Part-Time In-Person

• Responsible for providing secretarial, clerical, and administrative support to ensure efficient, safe and organized operation of Public Works including coordinating service-related information, responding to inquiries and complaints, and maintaining records and documentation, while upholding confidentiality and professionalism.

Direction of Others:

NA

Direction Received:

• The incumbent reports to the Operations & Facilities Division Manager and is guided by provincial statutes, and internal financial and administrative policies.

Revenue, Asset and Expenditure Scope:

NA

General Responsibilities:

• Provides administrative support to ensure efficient office operations within the Facilities Division.
• Receive, sort, and distribute incoming mail, emails, and correspondence.
• Carry out quality control of data entry (e.g. invoices, accounts payable, overtime data, and annual vacation records).
• Responds to inquiries, complaints, or requests at the Public Works office, and directs calls and inquiries to other departments as required.
• Confirming the process of bi-weekly payrolls, to ensure the employees’ pay is made available to them by the required deadline.
• Conduct verification and accurate data entry of monthly statistical reports for landfill and recycling operations.
• Provide support with accounts payable and receivable, including invoice entry, payment runs, cheques deposits, and reconciliation for all divisions management team members.
• Prepare and maintain accurate minutes for various Management Team meetings, including Drinking Water Quality Management and Airport Safety Management.
• Coordinate, schedule and provide administrative support to the various Joint Health and Safety Committees (JHSC) within the O&F Area, including coordinating meetings, inspections, tracking action items, scheduling tailgate meetings and taking meetings minutes as required.
• Develop, update and maintain training matrices for Operations and Faciliites Division staff training.
• Coordinates and supports divisional staff registration processes, travel advances, and travel arrangements.
• Acts as first point of contact in the office for the public, answering inquiries over the telephone or in person, providing information, and referring caller/visitors to appropriate staff members when required.
• Perform secretarial duties for all confidential and sensitive information distributed by divisional management with discretion and professionalism.
• Complete other tasks as assigned.

• Completion of monthly reports and statistical data entry requires continuous concentration for prolonged periods of time.
• Demands related to rush requirements to meet submission deadlines.
• Continuous physical demands are related to combined muscular and sensory strain for prolonged periods when reviewing information and preparing reports while seated
• Public telephone inquiries and visits continually interrupt attention spans for short periods of time.

Education and

Qualifications:

Qualifications

• Professional experience in providing administrative, clerical and secretarial support.

Knowledge, Ability & Skill

• Strong knowledge of administrative practices, data entry, recordkeeping, and confidentiality.
• Experience preparing reports, maintaining databases, and managing regulatory or safety-related documentation.
• Demonstrates customer service skills, with the ability to respond professionally to public inquiries and coordinate follow-ups.
• Excellent communication, organization, and time-management skills with high attention to detail.
• Ability to work collaboratively, adapt to changing operational needs, and support multiple tasks in a fast-paced environment.
• Competent in the use of Microsoft Office; email and the internet,

• Hours of work are permanent part-time, 35 hours bi-weekly.
• Most of a typical workday is spent indoors in the Public Works office.
• Out-of-town travel is not required.
• Exposure to work-related hazards is rare.

Deadline:
Open Until Filled |

Start Date:

As Soon As Possible

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We will only contact applicants who are selected for an interview. Late, incomplete, or improperly submitted applications will not be accepted.

The Town of Fort Frances is committed to providing accommodation for persons with disabilities during the recruitment and selection process, as well as for our staff. This service is available upon request by contacting Human Resources at  or  ext. 1220 .

Human Resources will work with any applicants who request accommodations to ensure that arrangements are in place to ensure their needs are met.

We ensure that all new hires are advised of our policies for accommodating employees with disabilities, and we are more than happy to provide accommodations to our new staff.

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