Executive Assistant, Public Works and Environmental Services

Executive Assistant, Public Works and Environmental Services

7 Creswell Dr, Trenton, ON K8V 6S7, Canada

Job Description

Posted Tuesday, May 21, 2024 at 4 : 00 a.m. Expires Wednesday, June 5, 2024 at 3 : 59 a.m.

The City of Quinte West is situated on the shores of the beautiful Bay of Quinte.We are located directly along the Highway 401 corridor approximately 1.

5 hours east of Toronto and 2.5 hours west of Ottawa. Over 46,560 people make Quinte West home.Quinte West’s natural setting, with its attractive scenic backdrop of rolling hills, rich farmland and clean waterways, creates a healthy environment for working, living, and raising a family.

Safe, well-planned neighbourhoods and plenty of recreational activities make Quinte West the ideal place to visit or call home .

Position :

Executive Assistant, PWES

Department :

Public Works and Environmental Services

Reports to :

Director of Public Works and Environmental Services

Public Works and Environmental Services

This department is responsible for the effective and efficient planning, engineering, maintenance, rehabilitation and operation of the municipal road system, parks and open space, solid waste management services, water treatment and supply, wastewater collection and treatment, stormwater management, development approvals and general engineering services.

Purpose and Scope :

Reporting to the Director of Public Works and Environmental Services, the position is responsible for providing administrative and executive support to the Director and the Public Works and Environmental Services Department and the City's Committee structure.

Sensitive and confidential matters will be treated with due regard for the best interests of the Municipality and its personnel.

Duties and Responsibilities :

Receive and respond to complaints, inquiries and requests for information. Deal with all contacts in a courteous, efficient manner to promote a high standard of public relations at all times.

Works to resolve any issues and to answer public inquiries.

• Responsible for processing work orders and establishing and maintaining logs, files, etc. for public works operations.
• Use professional judgment to screen, prioritize and determine actions for incoming inquiries.
• Provide departmental research as requested and assist in editing and reviewing reports and correspondence.
• Support the department by being the lead contact for inquiries and assuming responsibility for various projects, team initiatives and serving on committees as required.
• Maintaining an effective filing system (hard copy and electronic files) in accordance with the City’s records management system.
• Research and compose correspondence including letters, forms, presentations, policies and procedures and manage confidential information in a professional manner.
• Maintain effective working relationships with other department staff, city departments and external stakeholders in order to meet customer and departmental operational needs.
• Attend public, department, corporate and outside organization meetings as a resource or participant as necessary.
• May delegate, explain work instructions and review the work of volunteers, interns and other specified staff.
• Open, sort, and distribute incoming correspondence, including email, fax and mail.
• Coordinate internal and external appointments and meetings by organizing and preparing agendas, recording and distributing minutes and ensuring the room is set up and all requirements are met.
• Manage daily calendar including scheduling of meetings, appointments, vacations and booking all travel arrangements.
• Act as a liaison and provide advice with various individuals both internally and externally, at all levels of the organization.
• Perform such other duties necessary and assigned by the Director or Senior Management Team to maintain the continuity of functions under the incumbent’s jurisdiction.
• Provide support to the Director on matters of personnel related issues and matters of a sensitive nature.
• Act as Recording Secretary for meetings including in-camera meetings as required.
• Compose internal and external correspondence including matters of a confidential nature.
• Maintain confidential departmental documents, files and personnel files.
• Act as the lead on special projects as assigned by the Director.
• Demonstrate a commitment to learning and overall professional development.
• Follow all guidelines for employees and employers as legislated under the Ontario Occupational Health and Safety Act, other applicable legislation, best practices, City policies and procedures where applicable.

The position will provide :

Customer Service

Recognizing and understanding customers’ needs and delivering in a manner that meets customers’ reasonable expectations.

Teamwork and Collaboration

• Effectively work and collaborate with others toward a common goal.
• Build and maintain cooperative work relationships with others.
• Complete tasks for group projects in a timely and responsible manner and directly contribute to reaching the group goal.
• Align with the strategic directions and departmental plans.

Planning and Organizing

• Effectively organize and plan work according to organizational needs by defining objectives and anticipating needs and priorities.
• Effectively handle multiple demands and competing deadlines.
• Identify goals, develop plans, estimate time frames and monitor progress.

Delivering Results

• Maintains a high level of commitment to get things done, is dependable and responsible.
• Takes responsibility for achieving outcomes and works effectively with little direction.

Problem Solving

• Solve challenging problems through careful and systematic evaluation of information, possible alternatives and consequences.
• Generate good solutions to difficult problems, considering many sources of information, systematically process and evaluate information against possible courses of action, and carefully deliberate before a final decision is made.

Note : Above duties are representative of a typical position and are not to be construed as all-inclusive.

Contacts :

The position will have direct contact with :

Internal :

Director of Public Works and Environmental Services, Manager of Outdoor Operations, Manager of Water / Wastewater Services, Manager of Engineering Services, Supervisor of Parks and Open Space, Supervisor of Roads, Superintendent of Water Treatment, Superintendent of Wastewater Treatment, Superintendent of Water Distribution and Wastewater Collection Services, Members of Council and Committees, all department staff, all City staff.

External :

General Public, Media, Federal and Provincial agencies, Solicitors, Consultants, and representatives of other municipalities.

Education / Specialized Training / Skills :

Comprehensive knowledge, education / training and experience in the following are required :

• A minimum of a two (2) year Community College Diploma preferably focused on office administration at the executive level or a rela ted field .
• Sound knowledge of municipal government structure and organizations.
• A full understanding of Public Works policies and procedures.
• Excellent command of the English language.
• Flexible self-starter with strong communication, interpersonal, customer service, organization and multitasking skills is a must.
• Proven ability to exercise discretion concerning matters of a confidential or sensitive nature.
• Strong computer skills including Google Workspace, Microsoft Word, Excel, PowerPoint, Dayforce (or other similar software programs) email and internet.
• Strong written and verbal communication skills.
• Strong and effective analytical, strategic, critical thinking and problem solving abilities.
• Sound knowledge and command of Office Technology and Procedures including but not limited to Internet research and reporting, e-mail messages, time and stress management, telecommunications, meetings and travel arrangements, office mail procedures and records management.
• Discretion and professionalism.

Work Experience :

The position requires three (3) years of progressive administrative experience in a public works municipal environment.

Decision Making :

The position is responsible for providing timely and accurate advice and reports to the Director, Managers, City staff and Committees where appropriate and to respond to the decisions and directions generated by the same.

Supervision :

The position has no direct supervisory responsibility but does play a role in the technical training and guidance of staff on using technology and performing tasks and procedures.

• Position works mainly in an office environment.
• Attendance at day and / or evening meetings is required.

What we offer you :

• Competitive employer-paid extended health benefits
• Minimum of 3 weeks vacation
• Opportunity to participate in our Flexible Work Program subject to applicable policies and approvals, which includes :
• Hybrid work model for eligible positions
• Flexible start time for eligible positions
• Compressed biweekly work schedule for eligible positions

Personal information and any supporting material are collected and administered in accordance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).

We thank all applicants who apply but advise that only those selected for an interview will be contacted.The City of Quinte West is an equal opportunity employer committed to inclusive, barrier-free recruitment and selection processes and work environments.

We will accommodate the needs of applicants under the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the recruitment and selection process.

Please contact the Human Resources Department at 613-392-2841 ext. 1106 [email protected] ensure your accessibility needs are accommodated throughout this process.

Applicants will be required to consent to the completion of a criminal reference check and the completion of a driver’s abstract, if deemed a requirement of the position.

7 Creswell Dr, Trenton, ON K8V 6S7, Canada

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