Administrative Assistant (Temporary

Township of Douro-Dummer, Corporation of the
Job Description
Applicants are encouraged to review the job description, prior to submitting this application. All submissions shall be in writing and shall include a detailed resume with references.

Applications should be marked "APPLICATION FOR ADMINISTRATIVE ASSISTANT" and submitted to the Municipal office (894 South St., Warsaw) by 12:00 pm on Friday, July 20th, 2018.

Job Summary: Provides reception duties for the municipal office and clerical duties for Clerk/Planning Coordinator and other members of the Management Team. Duties and Responsibilities: 
1. Provides administrative support to the Clerk/Planning Coordinator, the Manager of Public Works and other members of the Management Team. 
2. Performs duties of receptionist by responding to telephone inquiries, relaying messages, receiving payments and routing calls to the appropriate person. Provides general service and information regarding business and directs visitors to appropriate person or department. 
3. Assists with the maintenance of the fuel inventory. 
4. Assists with the maintenance of the assessment roll (address changes, new properties, roll number maintenance, etc.) and keeping mortgage company register up to date. 
5. Provides administrative support to other members of the municipal office staff when required (ie Folding and stuffing arrears notices, pay stubs, tax notices, etc.) 
6. Ensures that the lot grading deposits are reconciled on a regular basis to facilitate accurate and timely refunds. 
7. Assists with the maintenance of Developer Deposits accounts.
8. Assists with special events that are held for the purposes of promoting the Township of DouroDummer for economic and other purposes. 
9. Produces and maintains any forms, records, reports and correspondence as required. 
10. Maintains files of correspondence and related materials. 
11. Receives funds, records and prepares receipts for municipal taxes, dog tag licences, building permits and general receipts. 
12. Assists with the preparation of all deposits and other accounting duties that may be required. 
13. Provides assistance in developing advertising, promotional materials, and public notices for placement in newspapers and other publications. 
14. Ensures the confidentiality of all information in accordance with the Municipal Freedom of Information Officer. 
15. Assists with the ongoing maintenance of the Township Policy Manual and compliance with the Retention By-Law. 
16. Participates in the Municipal Operations Centre for emergency purposes. 
17. Performs other duties as may be assigned. 
18. Responsible to adhere to the Occupational Health and Safety Act and the Township Health and Safety Policy. 
19. Ensures that the voters list is kept up to date.

Supervision: This position does not require the incumbent to supervise or direct the work of others. 

Internal: With the Clerk/Planning Coordinator and co-workers for the purpose of obtaining and sharing information to complete work assignments.
External: With the general public and user groups to provide information, ensuring polite and tactful relations. 

Working Conditions: 
Exposure to a normal office environment and may require some hours outside of the normal office work day. Visual and mental concentration with respect to detail (figures) and visual display terminal. 

Job Knowledge: 
Post secondary education or equivalent in a related field with three years related secretarial, business, or municipal experience. 
Successful completion of the Municipal Administration Program is preferred. 
Excellent knowledge of personal computers and associated software, with word processing experience. 
Proven ability to work with Microsoft Word, Publisher, Outlook, Internet and Excel, Adobe. 
Experience with working with GIS software would be an asset. 
Excellent organizational and communication skills. 
Proven ability to interact with the public in a positive manner. 
Valid Class “G” Driver’s Licence
Contact Information