Administrative Assistant And Client Services

This is a full-time permanent unionized position which reports to the Chief Administrative Officer.

Qualifications:

Must have completed an Administrative Assistant or similar program. A good knowledge of accounting procedures and being proficient in Windows based computer software is an asset.

Salary:

This position will be governed by the terms and conditions outlined for this position as contained in the current collective agreement for unionized employees. There is a probationary period as outlined in the collective agreement, and upon completion of the probationary period, the employee will assume full-time permanent status as Administrative Assistant with benefits outlined in the collective agreement. The pay scale for this position is based on the Town of Stephenville / NAPE Local 1803 Collective Agreement wage schedule.

Duties:

Meets the public and is often the first ‘point of contact’ with anyone visiting the Town Hall, so, a cheerful smile and a pleasant disposition is always helpful.

Receives and processes payments from the public received in person, by phone, by mail or other.

Provides to the public, proper forms required for municipal permits as well as providing general basic guidance to assist with form completion or refers inquiries to senior staff as required.

Receives and forwards building & development (and other) permits to appropriate staff.

Issues routine permits (as directed) on behalf of the town.

Maintains control of permit master control listing, providing reminders to management of outstanding issues requiring attention and managing permit files to completion

Answers the telephone and directs calls to other staff as needed.

Carries out routine filing of information at the front desk and forwards files to others as necessary for appropriate records management.

Processes documents as required.

Helps prepare and sort documents as necessary.

Is responsible for sorting and distributing opened mail and other correspondence to others as appropriate.

Assists in sourcing quotes for ‘goods and services’ and follows the general directions provided to ensure adherence to regulatory, legislative and best- practices requirements.

Assists with the preparation and forwarding by email or general mail delivery – tenders and Requests for Proposals (RFP’s) as requested.

Maintains all office and staff room/council chamber supplies and materials and places orders for new supplies as needed.

Generally, maintains the front office and reception area in an organized and tidy manner.

Prepares documents and performs other ‘word processing’ responsibilities as appropriate.

Performs other related duties not outlined in this job description.

A Certificate of Conduct from the RCMP or other Police or Agencies is a requirement for the position prior to being hired.

Applicants are advised that this is a front-line position with a requirement to meet the public that visit the Town Council office for direct services during the Town’s regular Office Hours. The candidate should reside in or near the Town of Stephenville to best fulfill the requirements of the position.

Knowledge of the Town of Stephenville, the Bay St. George area and the people of the Town would be an asset.

This position has been posted internally and externally.

Deadline to apply: Friday, March 29, 2024

Resumes can be emailed to: employment@stephenville.ca

Job Types: Full-time, Permanent

Schedule:

• Monday to Friday

Education:

• AEC / DEP or Skilled Trade Certificate (preferred)

Work Location: In person

Application deadline: 2024-03-29