Provide administrative functions to efficiently assist all departments within Engineering, Planning & Environment.
DUTIES AND RESPONSIBILITIES (not listed in order of priority)
1. Provide information and support to all departments within the division and assist other departments such as Accounts Payable, Human Resources and Procurement, Fleet & Property.
2. Process various permits and applications.
3. Responsible for records management, filing and maintaining both active and inactive files.
4. Assist with the development and distribution of information and advertisement circulations.
5. Process incoming and outgoing mail, including date stamping, sorting and distributing.
6. Complete courier assignments.
7. Responsible for photocopying, scanning, and mailing of large quantities of material and mail-out assignments.
8. Monitor supply inventory and facilitate the control and distribution of supplies to outside facilities.
9. Report and assist with any necessary maintenance of office equipment or safety requirements.
10. Assist with general keyboarding assignments.
11. Minute taking of various sub-committees and staff meetings as required.
12. Assist Customer Service Department as required.
13. Responsible for data entry into multiple modules of SAP including the creation of divisional purchase orders, invoicing, cheque requisitions, goods and services receiving, and payroll hours, including preparing and reviewing payroll reports and forwarding necessary paperwork to payroll.
14. Assist various departments with data entry, as required.
15. Assist with special events.
16. Comply with provincial and County occupational health and safety legislation, regulations, policies and procedures.
17. Maintain confidentiality in accordance with the Municipal Freedom of Information and Protection of Privacy Act.
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