Administrative Assistant (Fleet-Transit)

Job Title : Administrative Assistant (Fleet / Transit)

Wage : $30.32 hourly (2025)

Reports To : Manager, Fleet

Department : Public Works

Location : Lindsay, ON

Hours : Normal Working Hours 35 hours per week

Other : General office environment. Some travel throughout the City of Kawartha Lakes may be necessary in accordance with job requirements; attend meetings and events as required

Job Description

  • Provide information in response to requests from the public and provides information requiring varying degrees of research and personal contact concerning the Department and its affairs, emphasizing customer service
  • Act as a liaison between the public, Council, staff and other public or private agencies, along with maintaining telephone, counter reception, and e-mail communication
  • Review invoices and statements for accuracy related to the department and ensure that all invoices are properly coded, approved by senior staff and forwarded to Accounts Payable for payment
  • Act as a division liaison with Finance and generate required purchase orders, change order request, etc.
  • Input payroll data, ensuring accuracy and completeness, check time card data, and maintain employee data records and databases
  • Assist the Manager in preparation and monitoring of budgets for the division
  • Design and develop forms, slides, manuals, poster-board displays, newsletters, pamphlets and other promotional material for distribution to staff, community professionals and the public, from handwritten or verbal information; determine layout and paste-up design using various word processing, graphic and desktop publishing software packages
  • Coordinate and track staff vacation requests
  • Responsible for inventory control and input and divisional data collection and input into various departmental and corporate computer systems
  • Schedule appointments, meetings, book conferences / workshops, training, etc. and make travel arrangements
  • Provide clerical support to various committees, including agenda preparation, printing and distribution, meeting attendance, minute preparation and required follow-up such as correspondence and drafting reports for final approval
  • Review all incoming correspondence by mail, fax and courier, obtains background information, and forwards on to the appropriate staff
  • Compose letters and correspondence for signature and prepares reports and agreements as required; proof reads for accuracy, grammatical errors and completeness
  • Collect and enter statistical data and calculate, and produce reports and statistical information for the Manager
  • Maintain and update multiple department databases and provide related information and reports
  • Maintain paper and electronic filing systems, including confidential files, and may act as records liaison for the department / division
  • Research information and manage / assist with special projects

Provide backup administrative assistant support to other divisions within the Department

Support a variety of division related projects, such as research, database management, ordering and distribution of supplies, promotional materials, etc.

Occasional travel is required to attend meetings and training

  • Perform other related duties as assigned

    • Skills / Education Required

  • Post-secondary diploma in Office Administration or a related field
  • Minimum 3 years of related experience, preferably in a municipal environment
  • Office experience in the specific business of the department is preferred
  • Demonstrated professional and ethical responsibility to protect privacy, use confidential information appropriately, treat sensitive situations with appropriate degree of tact and discretion
  • Demonstrated customer-service and interpersonal skills at a level to develop and to maintain cooperative / collaborative working relationships both within and outside the organization
  • Excellent time-management skills with the ability to prioritize workload and meet deadlines, and the ability to deal with multiple demands
  • Excellent written communication skills with attention to detail and accuracy
  • Excellent organizational and administrative skills with the ability to work independently and in a team environment
  • Ability to demonstrate initiative consistently with commitment to quality improvement, sharing process improvement initiatives with management
  • Demonstrated ability to understand and abide by municipal policies and procedures
  • Demonstrated proficiency in Microsoft Office, the internet, and any other related software

    • Applicants must be prepared for skill testing.

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