Departmental Administrative Assistant

Posting number: 26-00046B

Department: Master Planning Implementation

Job classification: Departmental Administrative Assistant

Posting type: External_Open

Categories: Administrative Assistant

SummaryUnder general supervision, performs a variety of administrative, coordination, and support functions for departmental operations. Responsibilities include assisting with contract and resolution preparation, supporting procurement and purchase order processes, processing invoices, and preparing reports and materials. This position requires strong organizational skills, attention to detail, and the ability to manage multiple assignments. Examples of duties

1. Assists in the preparation and processing of resolutions, contracts, and agreements in accordance with established procedures.
2. Coordinates and supports the purchase order process, ensuring required documentation is complete and submitted in a timely manner.
3. Reviews and processes invoices for accuracy and proper approvals.
4. Assists with the preparation and tracking of grant reports and supporting documentation.
5. Prepares a variety of reports, correspondence, and administrative materials.
6. Maintains organized files and records related to contracts, procurement, and financial activities.
7. Communicate with internal departments and external vendors to obtain information and ensure timely processing of documents.
8. Tracks deadlines and follows up on outstanding items related to contracts, procurement, and reporting.
9. Provides general administrative and project support to department staff.
10. Performs other duties as assigned.

Qualifications

• Associate Degree in Business Administration, or a related field, or three (3) years of work-related experience and,
• One (1) year of experience in administrative support, finance, procurement, or a related area.

An equivalent combination of education and experience may be considered.

Preferred Qualifications:

• Experience in a municipal or public sector environment.
• Familiarity with procurement or financial systems.
• Demonstrated ability to manage multiple priorities, maintain organized records, and meet deadlines in a fast-paced office environment.

Supplemental informationKNOWLEDGE, SKILLS AND ABILITIES:

• Basic knowledge of administrative processes, procurement procedures, and recordkeeping practices.2.Strong organizational skills and attention to detail.
• Ability to follow established policies and procedures.
• Ability to manage multiple tasks and meet deadlines.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Effective written and verbal communication skills.
• Ability to work independently with general guidance.