MUNICIPALITY OF NORTHERN BRUCE PENINSULA
PUBLIC WORKS ADMINISTRATIVE ASSISTANT
PURPOSE OF THIS POSITION
The Public Works Administrative Assistant provides support to the Public Works
Manager and department staff.
PRIMARY RESPONSIBILITIES OF THIS POSITION
Primary Duties
Responds to general inquiries, agency requests for comment, deals with complaints
Receives service requests and complaints from the public, either directly or on referral from the Public Works Manager, investigates the situation, determines what work is required in accordance with municipal policy and standards
Assists in the monitoring of compliance to the Minimum Maintenance Standards; maintains and organizes inspection reports, files and related correspondence
Assists in the monitoring of cost/quality control of the Public Works operation
Prepares reports, plans, by-laws and policies, as required, subject to review of the
Manager
Assists the Manager to prepare tender and contract documents, advertise, make recommendations regarding tenders and contracts and maintain tender and contract files
Assists the Manager to oversee the work of contractors operating the water and sewer systems within the jurisdiction of the Municipality
Prepares a variety of reports, letters and memorandums for the Public Works
Department
Attends conferences, seminars and meetings, reads documents and newsletters to keep abreast of current legislation for the Department
Responsible for circulating public notice advertisements (i.e. landfill hours, construction notices, public work news bulletins, event scheduling)
Maintains the filing system for the Public Works Department
Types correspondence related to the Public Works Department, including funding, grant and designation applications
Answers civic addressing (911) inquiries and advises agencies and Treasury
Department of any changes and/or corrections
Responsible for tracking staff work orders
Receives and processes entrance, civic address, road crossing and other permits, as well as road closure requests, both scheduled and in emergency situations
Reports and records street light repair requests
Assists in coding of Public Works invoices under the supervision of the Public Works
Manager
Maintains the calendar of the Public Works Manager for the purposes of booking appointments and deadline due dates
Gathers statistical information on a regular basis for performance measure reporting, i.e. landfill disposal record, sewage lagoon disposal records, waste management, water/sewer, road maintenance and construction projects as required by PSAB
Monthly reports to Public Works Manager regarding equipment operation cost, equipment fuel usage, machine hourly operation cost, road permits status, minutes of staff meetings, employee training schedules, holiday schedules, waste management activities, complaint records and ratepayers meeting requests
Assists in OHS requirements and improving and maintaining standard operating procedures for the Public Works Department
Performs secretarial duties on committees as assigned
Assists in the operation of landfill weigh scales and operations
Prepares bi-weekly time sheets of Public Works Department Staff for review by Public
Works Manager
Any other duties as assigned from time to time
Supervision Received
Works under the direct supervision of the Public Works Manager and is able to consult with the Manager in most situations on a daily basis
Works independently often and takes independent action when required to resolve straightforward requests or urgent situations
QUALIFICATIONS
The position specifications outlined below are intended as a guideline only. In some cases, an individual may have sufficient related experience at an appropriate level to offset any lack of formal education; therefore, the educational and related experience requirements should be assessed simultaneously to ensure all qualified candidates are considered.
Education
Secondary school graduation, plus additional relevant coursework or certification
Experience Expected
Previous clerical experience, preferably in a Public Works or Engineering setting
Other Requirements
Valid Ontario Driver’s Licence
Good computer knowledge, proficiency in such Microsoft applications as Word and
Excel
Knowledge of contract law and tender preparation
Excellent oral and written communication skills
Ability to deal effectively and courteously with the general public, contractors and professionals
Strong technical knowledge and background
Experience in cost/quality control analysis
WORKING CONDITIONS
High volume of work, with a sense of urgency conveyed by those requesting service, by contractors and by weather conditions
Constant interruptions and requirements to work on several matters simultaneously
Potential for stressful interactions with members of the public, contractors and employees
Must perform data entry with a high level of accuracy and speed, despite barriers to concentration
Position requires sitting still for lengthy periods
Weekend and evening work for public open house events and landfill employee absenteeism
Hours of Work
Hours of Work – 37.5 hours per week
Job Types: Full-time, Permanent
Salary: $28.35-$33.59 per hour
Benefits:
- Casual dress
- Company pension
- Dental care
- Disability insurance
- Extended health care
- Flexible schedule
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Vision care
Flexible Language Requirement:
- French not required
Schedule:
- Monday to Friday
Ability to commute/relocate:
- Lion's Head, ON: reliably commute or plan to relocate before starting work (required)
Education:
- DCS / DEC (required)
Experience:
- Administrative experience: 1 year (required)
Shift availability:
- Day Shift (preferred)
Work Location: Hybrid remote in Lion's Head, ON
Application deadline: 2023-07-21
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