Help Lakeshore build the best team to serve the residents of Lakeshore!
This position is temporary for approximately 6 month and is due to a current vacancy. The municipality uses an online questionnaire to screen applications.
Position: Temporary Administrative Assistant – Capital Projects (including Drainage)
Salary: CUPE Pay Band 4, Administrative Level 4 ($31.87 to $37.28/hr - 2026 rates
Union: CUPE
Reports to: Drainage Superintendent, Manager - Capital Projects
Purpose of Position:
This position is responsible for performing a variety of clerical duties to administratively support the efficient and effective operation of the Capital Projects Division including Drainage.
Qualifications & Experience:
1 year college diploma in Office Administration or combination of related discipline and experience
1 year of experience in an office environment or a combination of education and related experience
Satisfactory police clearance
Knowledge & Skills:
Demonstrate proficiency in Microsoft Office programs including but not limited to Word, Excel and Powerpoint
Knowledge and use of office equipment including a computer, photocopier, laminator, projector, phone network system, etc.
Strong verbal and written communication skills to properly communicate with the public and fellow staff members
Organizational skills to meet deadlines
Demonstrated proficiency in addressing questions of the public with tact and professionalism
Knowledge of the Municipal bylaws would be an asset
Understanding and reading blue prints would be an asset
Proficiency in CityWorks, CityView, Escribe, Laserfiche, financial software, GIS, internet, etc would be an asset
Major Responsibilities:
Perform administrative duties such as filing, data entry, mail, agenda prep, meeting prep, meeting minutes, information gathering for reports and tenders, etc,
Maintain corporate electronic and paper filing systems and file documents as required
Run all GL’s for Drain Tracker schedules for all maintenance projects that were completed in that particular year for leadership review.
Input schedule for engineer reports once capital projects completed into DrainTracker and advises Treasury department of entry.
Provide administrative support for the tender process
Draft by-laws for every drainage report that is submitted from the engineer.
Review resident applications for completeness
Create file for each application received in Division both paper and electronic
Data entry into various databases, software, excel, inventory, etc.
Photocopy, scan or and laserfiche as required
Schedule meetings appointments, training, etc as requested
Prepare and code invoices for leadership approval
Maintain database in order to allow for tracking, information and report preparation including data entry in spreadsheets
Scribe minutes at meetings
Prepare and distribute circulations
Review completion of various forms
Compile data for response to various requests
Take messages
Observe all Municipal policies, procedures, occupational health and safety practices, legislation and regulations, and Municipal by-laws.
Provide customer service as required.
Provide backup to the Public Service Unit for the phones and other general inquires
Other duties as assigned
Decision Making and Judgement:
Work is performed under the general direction of the Managers and Director
Work is approved or reviewed by Manager.
Expected to comply with confidentiality procedures when handling information
Physical Skill and Effort
Sitting, standing, bending, keyboarding
Interaction Level:
Internal:
Daily contact with office staff and management
External
Handle questions from the public and provide information
Daily contact with public to provide information
Working Conditions:
Environment
Works within an office environment
Control over Work Schedule
8:30 a.m. to 4:30 p.m. (35 hours per week).
Occasionally may be requested to work beyond normal office hours subject to the employee’s consent in order to meet deadlines.
Overtime as specified in the Collective Agreement with CUPE Local 702.4
Updated: July 2021
Core Competencies
Organizational & filing skills
Accuracy & Attention to Detail
Professionalism
Cooperation
Multitasking
Prioritization
Customer Service
As an inclusive employer, the Municipality of Lakeshore is committed to providing a fully accessible recruitment process. Please contact us at any time during the recruitment process and let us know what accessible supports you may need. The Municipality is also committed to ensuring that personal information will remain confidential under the authority of the Municipal Freedom of Information and Protection of Privacy Act.
