Admin Assistant, Road Maintenance, Operations and Fleet

Job Description

JOB TITLE: Admin Assistant, Road Maintenance, Operations and Fleet 

DEPARTMENT: Public Works & Engineering 

POSTING NUMBER: 106464 

NUMBER OF POSITIONS: 1 

JOB STATUS & DURATION: Full Time Permanent 

HOURS OF WORK: 35 hour workweek 

LOCATION: Hybrid Model*- when working onsite, you will report to the location of WPOC. 

SALARY GRADE: 2 

HIRING SALARY RANGE: $58,307.00 - $65,596.00 per annum 

MAXIMUM OF SALARY RANGE: $72,884.00 per annum 

JOB TYPE: Management and Administration 

POSTING DATE: December 2, 2024 

CLOSING DATE: December 6, 2024 

AREA OF RESPONSIBILITY: 

Reporting to the Director of Road Maintenance, Operations and Fleet Division this role provides administrative and communication coordination to the Office of the Director and managers within the division. Coordinates daily administrative tasks to maintain efficient operations of the division, including the handling of confidential and contentious matters. 

 

• Manages the Director's calendar by coordinating, prioritizing and reconciling multiple meeting requests.
• Assists Managers with calendar and time management, preparation of files for meetings, receiving and directing incoming inquiries.
• Researches available sources including the web and other like organizations to provide informational and statistical material on an as required basis.
• Composes and formats corporate reports, letters, communiques, memos, agendas, and minutes for the Director and Managers, as required.
• Performs divisional management (non-union) payroll functions, including data entry, co-ordination of time sheets and vacation schedules.
• Manages the general and confidential files of the division.
• Ensures all MasterCard reconciliations for Director, Managers and Supervisors MasterCard reconciliations are submitted for appropriate approvals and processing according to the Purchasing By-law and P-Card Program.
• Schedules various meetings including management meetings and other high priority meetings to meet division and corporate goals; including preparation of agendas and minutes for distribution.
• Liaises with other operating divisions on matters.
• Provide internal and external customer service by processing and responding to a variety of inquiries and service requests; while adhering to corporate service standards.
• Creates word documents, excel spreadsheet, and PowerPoint presentations and other documents for the division as requested.
• Acts as backup for clerical staff as required.
• Logs and distributes Director's mail, and makes arrangements for courier services.
• All other related duties as assigned.

SELECTION CRITERIA: 

EDUCATION: 
 

• Certificate or Diploma in Administration, or equivalent

EXPERIENCE: 
 

• Minimum three years' experience in an administrative role preferably in public sector

OTHER SKILLS AND ASSETS: 
 

• General knowledge of human resources and legal functions
• Experience in a municipal environment would be an asset
• Strong communication, written and oral
• Strong organizational skills, well organized to prioritize tasks and meet critical deadlines.
• Proficiency in MS Office applications, Peoplesoft Financials and Peoplesoft HRMS.
• Professional attitude and strong interpersonal and public relations skills.
• Ability to work with confidential and sensitive information
• Ability to work well independently and in a team environment
• Ability to deal effectively with the general public, professional staff, consultants and outside service providers

**Various tests and/or exams may be administered as part of the selection criteria. 

Interview: Our recruitment process may be completed with video conference technology. 

As part of the corporation's Modernizing Job Evaluation project, this position will undergo an evaluation which may result in a change to the rate of compensation. Any changes affecting this position will be communicated as information becomes available. *Our Hybrid Model is subject to change. 

If this opportunity matches your interest and experience, please apply online quoting reference #106464 by December 6, 2024 and complete the attached questionnaire. We thank all applicants; however, only those selected for an interview will be contacted. The successful candidate(s) will be required, as a condition of employment, to execute a written employment agreement. A criminal record search will be required of the successful candidate to verify the absence of a criminal record for which a pardon has not been granted. 

As part of the application process, applicants will be invited to complete a self-identification survey. The survey is voluntary. Participation in the survey will have no impact on hiring decisions. Should you wish to opt out of completing the survey, please select "prefer not to answer" as a response to each question. All information collected is confidential and will not be shared with the hiring manager. The surveys will be anonymized and will be kept separate from applicant or employee files, such that the individuals who completed the surveys will not be identifiable. The results of the survey will assist in the analysis of disaggregated metrics for organizational planning purposes and our commitment to advance and foster diversity, equity, and inclusion. The City may use anonymized data to produce aggregate reports for internal or external use. 

Please be advised, the City of Brampton uses email to communicate with their applicants for open job competitions. It is the applicant's responsibility to include an updated email address that is checked daily and accepts emails from unknown users. As we send time sensitive correspondence via email (i.e. testing bookings, interview dates), it is imperative that applicants check their email regularly. If we do not hear back from applicants, we will assume that you are no longer interested in the Job Competition and your application will be removed from the Competition. 

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