| Position Title: | Administrative Assistant - Job Share |
| Job Posting Date: | April 28, 2025 |
| Application Deadline: | May 16, 2025 |
| How to Apply: | Apply with Cover Letter and Resume Below |
| Job Status: | Part-Time Permanent (16 Hours Per Week) |
Position Summary |
The Administrative Assistant plays a crucial role as the initial point of contact for the Town providing a welcoming and professional customer service experience for all public inquiries. The shared primary responsibilities include accurately directing inquiries, and processing payments on behalf of the Town. This position also entails providing essential support to the Office Manager in the efficient management of the Town of White City's Business Operations. Key areas of focus include records management, fostering staff morale and development, ensuring a functional working environment, and handling all essential general business processes. This role requires a balance between working independently and collaborating seamlessly with the job share partner and other colleagues. The ability to initiate and self-manage numerous tasks is crucial. This individual should also demonstrate a proactive attitude, readily assisting other office members as required. Additionally, the role involves the performance of routine, daily tasks alongside the capacity to transition between various responsibilities effortlessly. This role requires a dependable professional who can maintain a consistent level of performance across both routine and dynamically shifting responsibilities, ensuring continuity with the job share partner. Responsibilities are to be shared with the other Administrative Assistant job share partner (who works 3 days per week) to ensure full coverage and effective service delivery. Specific duties may be divided between the job share partners based on skills and experience. This job share position requires flexibility, availability, and in-person presence at the Town Office. Preference may be given to applicants who live in or near White City and are familiar with the community. |
Term and Compensation:
The Town offers competitive salaries, benefits and a comprehensive defined-benefit pension plan.
- Start Date: June 9, 2025
- Hours of Work: 2 days/week, 8 hours/day, Monday to Friday, 8:00 AM to 5:00 PM. (Specific days to be determined in consultation with the successful candidate)
- Employment Term: Job Share, Permanent Part-Time
- Starting Salary: $21.63/hour (approximately $18,000 annually, based on 16 hours/week)
- Benefits: Membership in the Municipal Employees Pension Program (MEPP) is required. This position includes eligibility for health benefits.
Key Duties and Responsibilities:
- Greet visitors and handle incoming calls with professionalism;
- Direct inquiries to appropriate individuals or departments within the organization;
- Address resident concerns in a friendly and attentive manner;
- Utilize the Town's accounting system to process payments accurately;
- Manage the ordering and inventory of office and kitchen supplies;
- Maintain organized and accurate paper and electronic records;
- Handle both incoming and outgoing mail, including priority post, packages, and courier services;
- Perform general administrative tasks such as typing, data entry, and proofreading;
- Ensure the reception area remains tidy and inviting at all times;
- Oversee and coordinate preventative maintenance for office equipment;
- Assist in planning and organizing staff events and meetings;
- Arrange and schedule meetings in boardrooms, ensuring proper presentation equipment setup;
- Acquire a thorough understanding of local bylaws to effectively respond to inquiries;
- Respect the confidentiality of sensitive information; and
- Adhere to the Local Authorities Freedom of Information and Privacy Act, as well as provincial and federal privacy legislation.
Shared Responsibilities:
- The above duties are to be shared with the other Administrative Assistant job share partner to ensure seamless coverage and service delivery is consistent. (Specific tasks may be assigned to each job share partner according to their individual skills and experience.)
- Job share partners are expected to communicate regularly and effectively to coordinate tasks, provide updates, and ensure continuity of service.
- Work collaboratively on projects and tasks as needed.
- Provide backup support for each other during absences when possible.
Required Knowledge, Skills, and Abilities:
- Prior experience in customer service is essential.
- Proficient in defusing difficult situations and delivering exceptional customer service.
- Exceptional telephone etiquette and strong interpersonal skills.
- Strong commitment to providing outstanding customer service.
- Effective written and verbal communication skills.
- Ability to work collaboratively and communicate effectively with a job share partner.
- High proficiency in Microsoft 365 applications, such as Outlook, Teams, Word, Excel, Planner, and OneNote.
- Strong time management and prioritization skills.
- Familiarity with the dynamic and fluid nature of an office environment; willingness to approach any task with an open and flexible mindset.
Education and Experience:
- While Post-Secondary training or equivalent experience is valued, it is not required.
- Municipal government experience is an asset but not required.
Working Conditions:
- Regular interaction with White City residents and the general public.
- Regular use of computer systems.
- Extended periods of seated work.
- Working in a busy environment with frequent interruptions.