Loading...
Administrative Assistant_Job Description_Public Works_2018-10-05 Municipality of the District of Chester Position Description Position Title: Administrative Assistant – Public Works Department: Engineering & Public Works Reports to: Director of Engineering & Public Works Location: Municipal of the District of Chester, Subject to change Hours: 8:30 am to 4:30 pm, Monday to Friday May be subject to change. Overtime as may be required. Status: Regular Full-Time Classification: Administrative Salary Band: Individual Contributors Updated: October 2018 SCOPE The Administrative Assistant will provide administrative support to the Engineering & Public Works Department and Solid Waste Department. The duties include general office administration, keeping files and records accurate, budget preparation assistance, attending meetings when required, and any other duties as required. OBLIGATIONS AND RESPONSIBILITIES UNDER LEGISLATION 1. The Municipality of the District of Chester is committed to workplace safety and all employees are expected to actively participate in the Municipality’s Occupational Health and Safety Policy and Program and Occupational Health and Safety Legislation as well as Regulations of the Province of Nova Scotia. 2. The Municipality of the District of Chester complies with the Employment Legislation of Nova Scotia and all employees are also expected to act in accordance to the appropriate Legislation as well. QUALIFICATIONS 1. High School Diploma. 2. A certificate or equivalent in an Administrative Assistant/Secretarial Course. 3. A certificate or equivalent in usage of applicable computer software. _______________________________________________________________________________ Page 1 of 3 Administrative Assistant – Public Works _________________________________________________________________________________________________________________ 4. Good working knowledge of Business English and Spelling, including grammar and punctuation. 5. Organizational and multitasking skills. 6. Ability to operate modern office machines. 7. Familiarity with general office practices and procedures. 8. Computer/data processing skills and good knowledge of computer operations and software. 9. An ability to interact well with the public in general. 10. High level of communication skills both verbal and written. 11. Proficiency in note taking in order to record minutes at meetings. 12. Ability to work unsupervised. 13. Willing to work evenings or travel for meetings when required. 14. Two years as an Administrative Assistant/Secretary or similar position in a similar business environment. 15. Ability to supervise and manage staff. SUMMARY OF FUNCTION Principle Duties and Responsibilities: A. Public Relations: 1. Communicate with the general public, providing information and assistance in person, by telephone and electronically. 2. Provide a conduit between the Engineering & Public Works Department, the Solid Waste Facility and the residents of the Municipality of the District of Chester relating to programs and tenders in which the Municipality is engaged. B. Word Processing: 3. Assist in the preparation of notices and ads. 4. Prepare and type general correspondence for all Departments falling within the position’s areas of responsibility. 5. Type various reports, statements, and invoices when required. C. Records Management: 6. General filing (including electronic) and maintenance of current files and keeping printed materials up-to-date. 7. Assist in maintaining files and records of meetings, sewer permits, and compost cart serial numbers. 8. Maintain general contact information on departments and organizations as required. D. Administrative Support: ______________________________________________________________________________ Page 2 of 3 Administrative Assistant – Public Works _________________________________________________________________________________________________________________ 9. Attend meetings and record, transcribe, and distribute minutes when required (i.e. Fire Advisory Committee, Office Meetings, Joint Occupational Health & Safety, Consultants, QCOP, Capital Projects Meetings, Tender Openings, Solid Waste Collection Contract). 10. Prepare confidential material when required. 11. Assist with the preparation of budgets, administration process of invoices and receipt of payments. 12. Assist with the ordering of office equipment and supplies, as required. 13. Assist with management of routine service contracts (i.e. sidewalks, roads, floats, heavy equipment). 14. Manage maintenance work order requests through Laserfiche Forms. 15. Assist with obtaining prices/quotations for routine operation work as well as small capital equipment. 16. Provide assistance to the Solid Waste Department. 17. Spending authority - $2,500 (related to Purchase Order system). 18. Other duties as assigned. CONTACTS 1. General Public 2. Members of Municipal Council and staff 3. Municipal Solicitor 4. Provincial and Federal Government Departments 5. Director of Engineering & Public Works DIRECT SUPERVISOR FOR: 1. Accounting and Administrative Assistant (when in Department) ______________________________________________________________________________ Page 3 of 3