Administrative Assistant

Administrative Assistant

We are recruiting for an Administrative Assistant for the operations department. This is a full-time position.

Under the supervision of the Director of Operations, the Administrative Assistant will provide professional administrative support for the operations department, and as backup support to the treasury department. Coordinating administrative activities with supervisory staff as may also be part of this role.

General scope of duties:

• Provide exceptional frontline service in handling inquiries and provide information on the departmental services and resolve complaints
• Communicate with staff on a two-way radio
• Ensure office supplies are purchased, match the items with the packing slip and invoice
• Assist with the monthly reconciliation of corporate credit cards
• Process and maintain departmental accounts receivable
• Accept payment of fees and issue receipts for payment
• Assist in reviewing employee electronic timesheet data for accuracy and completeness
• Assist in the preparation of documentation
• Assist with photocopying and circulation of documents
• Complete overtime call-out sheets and keep record of staff training
• Establish and maintain filing systems
• Perform other related duties as assigned

• Post-secondary diploma in office administration, business administration or an equivalent combination of education and practical experience.
• Proven successful and progressive experience in the performance of administrative duties for a minimum of one year.
• Experience using a multi-line telephone system and directing calls appropriately.
• Experience operating a two-way radio system would be an asset.
• Demonstrated advanced proficiency in Microsoft Office software (Word, Excel,
• Outlook).
• Experience working with accounts receivable and/or payable.
• Experience working with Great Plains financial software would be an asset.
• Experience with creating accessible documents and/or computerized financial systems and general website content management systems (CMS) would be considered an asset.

• Extended health care, dental, vision, life insurance, long-term disability and accidental death insurance.
• 15 days of vacation, increasing with years of service plus two wellness days.
• OMERS defined pension, including 100 percent employer matching.
• Professional development and skill-based training opportunities.
• Employee and family assistance plan

Applicants are invited to submit in confidence a detailed cover letter and resume by 12pm on March 25, 2025.

The City of Pembroke is an equal opportunity employer and encourages applications from all qualified individuals. We are therefore happy to accommodate any individual needs in keeping with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. If you require an accommodation in order to participate in the hiring process, please contact us to make your needs known in advance.

We thank all candidates for their interest, however, only those selected for an interview will be contacted. No telephone calls please. Personal information submitted will be used for the sole purpose of this competition. It is collected under the authority of The Municipal Act, RSO 2001, and will be used in accordance with The Municipal Freedom of Information and Protection of Privacy Act for employment purposes.

Email: hr@pembroke.ca
Website: www.pembroke.ca