Administrative Assistant, Legislative Services

Job description

Opportunity

The Administrative Assistant in the Legislative Services department serves as the primary point of contact for the public when contacting the municipality in person, online, by telephone, or by email, and supports the Mayor, CAO, and other departmental functions.

Position Responsibilities

As the main Customer Service Representative, act as the first point of contact for the public to the municipality by ensuring that each person is assisted and directed to the appropriate service, in an efficient, friendly and timely manner.
Provide the public with a broad range of information about the municipality, educating and building relationships with taxpayers.
Provide administrative assistance to the Mayor and CAO including, but not limited to, assisting with messages, VISA processing, letter preparation, and meeting and travel coordination.
Manage incoming and outgoing mail, faxes, or other communications; deliver and pick up from Canada Post office on a daily basis, process and package outgoing courier parcels and sign and deliver courier packages internally.
Intake land and agreement applications.
Process Lottery Licenses as per the regulations as set by the ******* and Gaming Commission of Ontario and work with the Deputy Clerk to ensure applicant compliance and understanding of responsibilities.
Intake process and ensure accurate record keeping of address changes.
Take payments at the counter for various purposes.
Complete records management duties including assisting with updates and ongoing maintenance of the Corporate Records Management Program.
Assist in processing MFIPPA requests.
Scan finalized by-laws and maintain by-law index and book for the organization.
When required, assist in the preparation of various reports and by-laws as required by the Clerk and provide assistance to the Deputy Clerk and Committee Coordinator in the preparation and follow-up of Council and Committee related matters
Scan archives as required and follow records management program (TOMRMS) for all records generated.
When required, assist with the preparation and posting of meeting agendas and resolutions.
Act as designated Election Official and assist with customer service communication related to the Municipal Election when required.
Perform other similar and related duties as may be assigned.
Knowledge, Skills and Experience

Post-secondary education in a related field or equivalent experience.
3-4 years of administrative experience, municipal preferred.
An AMCTO designation or municipal training is an asset.
Fully conversant with proceedings of Council/Committees, including legislative changes.
• Ability to communicate effectively and courteously with employees and members of the public, both in person, by telephone or electronically. • Strong technological proficiency and problem-solving skills. • Highly developed organizational, communication and interpersonal skills with the ability to cope with competing demands and multiple tasks.