Administrative Assistant – Infrastructure & Planning
Reports to: Director of Infrastructure & Planning
Salary: $57,000 – $63,500
Employment Type: Full-Time, Permanent
Benefits: Competitive benefits package available following successful completion of the probationary period
Position Overview:
The Town of Vermilion is seeking a highly organized, detail-oriented, and service-focused individual to join our team as a Full-Time Administrative Assistant – Infrastructure & Planning.
Reporting to the Director of Infrastructure & Planning, this position provides high-level administrative and program support to the department. The successful candidate will perform a diverse range of duties, including customer service, work order coordination, project and budget tracking, meeting administration, research, grant support, and the review and updating of municipal bylaws and policies.
This position works closely with Infrastructure, Public Works, Utilities, Planning and Development, and other Town departments and serves as an important point of contact between the department and the public.
Key Responsibilities:
The Administrative Assistant – Infrastructure & Planning will be responsible for duties including, but not limited to:
· Responds to public inquiries by telephone, email, and in person, and directing inquiries to the appropriate staff member when required.
· Creating, distributing, monitoring, and following up on departmental work orders.
· Communicating with residents regarding work requests, anticipated timelines, and project updates.
· Working closely with the Director of Infrastructure & Planning and Operations Manager to support departmental priorities, projects, and goals.
· Preparing correspondence, reports, invoices, records, and other departmental documentation.
· Maintaining organized and current electronic and paper filing systems.
· Scheduling and coordinating meetings as required.
· Attending meetings and preparing accurate agendas, records, and minutes for committees, Council, and internal meetings as required.
· Developing a working knowledge of Public Works and Utilities policies, procedures, and services to effectively respond to public inquiries.
· Maintaining communication with Town Hall and other departments to ensure frontline staff are informed of relevant departmental activities.
· Assisting with the preparation and administration of tender documents, progress reports, contractor invoices, and municipal projects.
· Supporting project and equipment tracking.
· Assisting with departmental budget preparation and ongoing budget tracking.
· Conducting research and assisting with the review and updating of municipal bylaws, policies, and procedures.
· Conducting grant research and assisting with grant applications and reporting.
· Providing administrative support for Planning and Development functions as required.
· Reading and interpreting civic, legal, and municipal maps related to Public Works, Utilities, Planning, and Development activities.
· Supporting the development and implementation of departmental short- and long-term goals.
· Maintaining positive relationships with residents, contractors, stakeholders, and fellow employees while representing the Town in a professional manner.
· Continuously developing knowledge of municipal operations and maintaining proficiency in relevant software and administrative practices.
· Performing other related duties as assigned.
Qualifications:
The ideal candidate will possess:
· A high school diploma or equivalent.
· A minimum of two (2) years of office administration or administrative support experience is preferred.
· Strong organizational skills with the ability to manage multiple priorities and deadlines.
· Excellent written and verbal communication skills.
· Strong attention to detail and accuracy.
· Demonstrated customer service and interpersonal skills.
· Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and other related software.
· Experience with project tracking, equipment tracking, budget administration, municipal operations, or grant writing would be considered an asset.
· The ability to work independently and collaboratively in a busy municipal environment.
Additional Requirements:
- Successful completion of an acceptable RCMP Security Clearance Check.
- Availability to attend occasional evening meetings or work outside regular business hours when required.
What We Offer:
The Town of Vermilion offers a rewarding municipal career with a competitive compensation and benefits package, including:
· Competitive Salary.
· Comprehensive health and dental benefits.
· Health Spending Account.
· Participation in a pension plan.
· Paid vacation and statutory holidays.
· Opportunities for professional development and continued learning.
· A collaborative and supportive workplace.
· The opportunity to contribute directly to projects and services that make a difference in the community.
How to Apply:
Interested candidates are invited to submit their resume by email to [email protected]
The Town of Vermilion thanks all applicants for their interest; however, only those selected for an interview will be contracted.
Pay: $57,000.00-$63,500.00 per year
Benefits:
- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care
Work Location: In person
