Public Works & Engineering Administrative Assistant

Public Works & Engineering Administrative Assistant

Monday, February 10, 2025

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

Public Works & Engineering Administrative Assistant

Permanent, Full-Time Position, Non-Union

Department: Public Works & Engineering

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 Public Works & Engineering (PWE) Administrative Assistant provides administrative support, customer service, records management, and related support services to the department. This position also provides accounts payable, accounts receivable and administrative support for the entire organization under the direction of the Director of Public Works and Engineering.

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.
• Receives payments in-person and through a variety of methods, ensures cash deposits are reconciled; investigates issues.

Accounts Payable & Receivable

• Prepares invoicing for development, road work and road permits, planning and general accounts.
• Codes and enters invoices into the municipal accounts payable system.
• Assists in filing of accounts payable documents as required.
• Allocates end of the month fleet fuel totals with incoming invoices.
• Coordinate with Environmental Services and Finance to conduct monthly water meter reads.

Department Support

• Coordinates required waste management and street lighting repair and maintenance activities with contracted service providers.
• Completes and uploads monthly water reading reports, reviews readings for accuracy, investigates issues, and corresponds with residents as required.
• Maintains a variety of road permit listings and notifies emergency services of road closures.
• Assists Planning Department with planning applications by collecting payment and sending out notices to appropriate parties.
• Assists with Road Occupancy security deposit inspections.

Administration

• Provides support with all records management functions, including managing and administering corporate records, developing, and implementing content management systems and workflows, and policy and procedure manuals.
• Provides administrative support, such as preparing forms, reports, statements, and presentation materials, proofreading documents, and ensuring all documents are AODA compliant.
• Assists in data collection for annual reporting.
• Organize events on behalf of department.
• Track clothing and tool allowance allocations.
• Create work orders for various transportation tasks.
• Executes documents and affidavits as Commissioner of Oaths.

Other Responsibilities

• Leads tracking of WSIB/Certificates of Insurance, AODA and other documentation as required from contractors and consultants performing work for all divisions of Public Works and Engineering.
• Tracks and documents all training completed by the transportation division.
• 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.
• Preferred Municipal Administration Program Certificate sponsored by AMCTO, or an expressed willingness to enroll.

Experience

• 3-4 years of progressive experience in a computerized office environment, preferably with municipal experience.

Skills & Abilities

• Excellent communication and interpersonal skills.
• Computer literacy using the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Experience with Keystone Municipal Software, Laserfiche, and Adobe Acrobat preferred.
• Knowledge of municipal government processes, legislation, and parliamentary procedures.
• Excellent analytical skills and sound problem solving and conflict resolution abilities.
• Knowledge of general office procedures, including record and information management systems.
• Demonstrated ability in corporate core competencies, including customer service, communication, organization, teamwork, initiative/self-management, accountability, flexibility and adaptability.
• Ability to work with personal information and maintain strict confidentiality.

Other Requirements

• Criminal Records Check.

Hours & Conditions of Work

Normal work hours are 37.5 per week, Monday to Friday. Occasional work outside of normal business hours as required.

This position primarily works in the main municipal office and assists with administrative activities at Denfield Operations Centre and/or Water Treatment Facilities once or twice a week.

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 #: 2025-008

Closing Date: February 24, 2025

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.

• 23053 Denfield Rd, Exeter, ON N0M 2A0, Canada