Part-Time Administrative Assistant

Experience it Ajax!

The Town of Ajax, situated on the northern shore of Lake Ontario, is an innovative municipal sector leader that provides a variety of services to one of the fastest growing communities in Ontario. With over 130,000 residents, Ajax's rich heritage and culturally diverse community make it a great place to work and live.

Part-time Administrative Assistant

Reporting to the Director of Operations and Environmental Services, the Administrative Assistant is responsible to provide day-to-day support to the Director and be the primary point of contact for the department relating to a range of corporate administrative responsibilities.

Job Duties Include

• Provide support and coordinate the Director’s e-mail and correspondence and process expenses and disbursements
• Schedule departmental and or management meetings and manage the departments agenda planner
• Utilizes CityWorks to create reports to support the budgeting and analysis process
• Acts as the departments Document Liaison
• Track Council’s decisions and Notices of Motion which impact the department work plan
• Coordinate the department’s workplan and support on-going updates to the Town’s Strategic Plan
• Coordinate and ensure the Director’s timely circulation and approval of staff reports, SCAR’s and memos supporting the procurement process
• Coordinate and develop departmental communication including newsletters, public notices, updates to website and social media messaging
• Prepare PowerPoint presentations to support the Director’s presentations to Council, Committee’s, public meetings, Senior Management etc.
• Develop a department Welcome Package and coordinate the on-boarding of new staff
• Update and coordinate the department’s organization chart
• Coordinate department events relating to staff recognition, seasonal gatherings, information sessions etc.

Qualifications/Skills

• 3-year college diploma in business administration, public administration, office management or related discipline, or a combination of relevant education and experience
• Minimum of five (5) years of progressively responsible administrative experience supporting a Director in a municipal environment
• Exceptional administrative skills with the proven ability to plan, organize and ensure deadlines are met
• Experience working in a political environment, with a proven ability to maintain confidential/sensitive information and acts with tact, diplomacy and political acumen
• Experience in dealing with municipal records management as well as the creation and maintenance of standard operating procedures
• Proven ability to work in a fast-paced environment while managing multiple competing priorities
• Excellent customer service experience, interpersonal, and communication skills, both verbal and written
• Excellent computer skills with demonstrated proficiency in Microsoft Office products (Word, Excel, Power Point) as well as an understanding of maintenance management systems and how to leverage information to enhance communication and guide business decisions
• Ability to provide a successful criminal record check, upon being hired

What we offer to staff

• Rate of pay: $38.72 - $42.09 per hour
• Hours of Work: This is a non-union position that works 24 hours per week. The hours of work are from (Monday to Thursday from 9:00 am – 3:00 pm).
• Town Perks: The Town offers part-time staff access to an Employee & Family Assistance Program, Health & Wellness Program, Town of Ajax Fitness Centre membership and a defined pension plan (OMERS pension - https://www.omers.com/).
• Hybrid Work Environment: Expectations are to be in the office three of the four days per week.

How to Apply

This position is being advertised concurrently to internal and external candidates and applications are accepted online. To apply to this position, please click the ‘’ button below.

Internal closing date: 11:59 p.m. on March 5, 2024
External closing date: 11:59 p.m. on March 10, 2024

When uploading your application, please ensure your cover letter, resume, and any supporting documents are submitted in one file (preferably in MS Word (.docx) or Adobe (.PDF) format.

We would like to thank all applicants however, please note that only those selected to attend an interview will be contacted and all other applicants will be kept on file. Applicants are advised that written, oral and practical testing may form part of the selection process.

Equal Opportunity Employer

The Town of Ajax is an equal opportunity employer, committed to diversity and accessibility within the workplace where all employees feel valued, respected and supported. The Town embraces diversity and gender expression through policy, staff training and providing positive spaces. The Town encourages applications from all qualified candidates. If selected for an interview, please inform Human Resources staff of any accommodation you may require during the process.