Administrative Assistant II - Temporary - Procurement, Fleet and Property

Requisition Title

Administrative Assistant II - Temporary - Procurement, Fleet and Property

Close Date

11 February 2025

Contract Type

Temporary - Full Time

Location

Midhurst, ON L9X 1N6 CA (Primary)

Job Description

Hours of work: 7:30 - 3:30

Temporary contract until December 4, 2026

POSITION SUMMARY

The Administrative Assistant II Temporary role provides support to the Director of Procurement, Fleet and Property and the Simcoe Village Campus construction project team with regard to various construction project management administrative tasks and information management. 
DUTIES AND RESPONSIBILITIES (not listed in order of priority)

1. Monitor for inbound payment certificates, confirm review and approvals have occurred, receive into SAP and facilitate on time payment according to contract terms and conditions, and Construction Act requirements. 

2. Correspond with project team, County staff, architect, construction manager and municipal representatives. 

3. Manage calendar invites for regular recurring project meetings, create agendas, record detailed minutes, action item lists, follow-up on key action items and highlight deadlines to project managers, consultants, contractors and clients.

4. Track inbound project documents (CCOs, COs, Quotations), organize regular review meetings to meet timelines, ensure sign offs, capture information in budget tracker where applicable. 

5. Collect information, print or prepare required material or reports including those containing confidential information and pertaining to legal, property, and other matters.

6. Maintain project files, downloading/uploading & distribution of monthly timelapse photos/videos, uploading of required items to the Simcoe Village Project Updates Team (bi-weekly site reports, bi-weekly site meeting minutes, construction schedules, council reports, photos, newsletters, etc.)

7. Review project related email for work areas assigned and bring items of concern or priority to the Director to determine next steps. File accordingly in shared box or Director's project inbox. 

8. Complete receiving in SAP, work with Finance re processing of payments, utilize P card where appropriate. 

9. Filing and oversight of file systems to the TOMRMS and EDRMS standard, word processing, memo and letter drafting, ensure project files contain all relevant correspondence, drawings, and specifications. 

10. Liaise with internal divisions/department contacts as required to follow up on open issues.

11. Handle confidential and sensitive information and communications, anticipate areas of concern and act appropriately.

12. Comply with provincial and County occupational health and safety legislation, regulations, policies and procedures.

13. Maintain confidentiality in accordance with the Municipal Freedom of Information and Protection of Privacy Act.

14. Perform other duties as assigned.
CORPORATE COMPETENCIES

Has knowledge of and demonstrated ability in our corporate competencies: 

• Acts with the Customer in Mind

• Ensures Accountability

• Continuously Seeks to Improve Work Processes

• Collaborates

• Communicates with Impact

• Is Resilient
EDUCATION, TECHNICAL SKILLS AND CERTIFICATION

• Minimum one (1) year post-secondary education in office administration or equivalent. 

• Very strong knowledge of common office applications such as Word, Excel, Outlook, Sharepoint, PowerPoint, SAP experience an asset 

• Advanced word processing, spreadsheet, presentation and database application skills. 

• Proven ability to adapt quickly to new software environments.

• Solid organization skills regarding both hardcopy and electronic processes, including familiarity with the TOMRMS/EDRMS records management process.

• Understanding of procurement principles, construction project administration, project budget trackers, the procure to pay process and basic accounting principles.

• Ability to work effectively with constant interruptions and minimal supervision, ability to work simultaneously on several projects and to use good judgment in determining priorities, self-motivated.

• Strong interpersonal, customer service and communications skills. 

• Professional acumen and ability to maintain confidentiality.

• Strong attention to detail and accuracy, highly organized with the ability to multitask.

• Demonstrates a sense of urgency and commitment to achieving goals and objectives.

• Team player. Committed to contributing to an environment of trust in which people communicate openly and honestly.
EXPERIENCE

• A minimum of three (3) years of related office experience, including at least two (2) years success in a similar position, providing administrative support to senior management positions. 

• Successful experience in a similar position in the public sector procurement, fleet and property shared services environment or in the construction industry would be considered an asset. 
EFFORT

• Mental and visual effort required when working on the computer, doing data entry, and when assisting with reports.
WORKING CONDITIONS

• Regular office environment, meetings may occur in site trailers and include site visit/tours. 

• Ability to work remotely if required.

Salary Grade

$56,077.00 - $68,214.00

Union

Non Union

The County of Simcoe thanks all applicants for their interest in this opportunity, but please note that only those candidates selected for an interview will be contacted.

Personal information provided is collected under the authority of the Municipal Act (2001) and will be used to determine eligibility for employment.