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Home My Public Portal AboutAdministrative Coordinator_Public Works_January 2022_______________________________________________________________________________ Page 1 of 4 Municipality of the District of Chester Position Description Position Title: Administrative Coordinator – Public Works Department: Infrastructure & Operations Reports to: Director Infrastructure & Operations Location: Municipal of the District of Chester, Subject to change Hours: 8:30 am to 4:30 pm, Monday to Friday May be subject to change. Overtime as may be required. Status: Regular Full-Time Classification: Administrative Salary Band: Individual Contributors Updated: January 2022 SCOPE The Administrative Coordinator – Public Works will provide administrative support to the Infrastructure and Operations Department and is the main administrative support for the Public Works and Engineering Department. Performs complex clerical and administrative duties, including processing permit and license applications, responding to routine and non-routine inquiries, providing general office administration, keeping files and records, processing invoices and providing budget preparation assistance, assisting with meeting preparation, working with contractors. The Administrative Coordinator will also act with some independence and accountability to manage programs and services including green carts, the sidewalk contract and any other duties as required. OBLIGATIONS AND RESPONSIBILITIES UNDER LEGISLATION 1. The Municipality of the District of Chester is committed to workplace safety and all employees are expected to actively participate in the Municipality’s Occupational Health and Safety Policy and Program and Occupational Health and Safety Legislation as well as Regulations of the Province of Nova Scotia. 2. The Municipality of the District of Chester complies with the Employment Legislation of Nova Scotia and all employees are also expected to act in accordance to the appropriate Legislation as well. Administrative Assistant – Public Works _________________________________________________________________________________________________________________ ______________________________________________________________________________ Page 2 of 4 QUALIFICATIONS 1. High School Diploma. 2. A certificate or equivalent in an Administrative Assistant/Secretarial Course. 3. A certificate or equivalent in usage of applicable computer software. 4. Good working knowledge of Business English and Spelling, including grammar and punctuation. 5. Organizational and multitasking skills. 6. Ability to operate modern office machines. 7. Familiarity with general office practices and procedures. 8. Computer/data processing skills and good knowledge of computer operations and software. 9. An ability to interact well with the public in general. 10. High level of communication skills both verbal and written. 11. Proficiency in note taking in order to record minutes at meetings. 12. Ability to work unsupervised. 13. Willing to work evenings or travel for meetings when required. 14. Two years as an Administrative Assistant/Secretary or similar position in a similar business environment. 15. Ability to supervise and manage staff. SUMMARY OF FUNCTION Principle Duties and Responsibilities: A. Public Relations: 1. Communicate with the general public, providing information and assistance in person, by telephone and electronically. 2. Work with the Communications and Engagement Coordinator to manage website and social media presence for the Engineering and Public Works department. 3. Assist with development of media releases, social media content and public messaging 4. Provide a conduit between the Engineering & Public Works Department, the Solid Waste Facility and the residents of the Municipality of the District of Chester relating to programs and tenders in which the Municipality is engaged. 5. Handle public inquiries for waste stations, maintenance requires, and coordinate booking for municipal facilities, including the bandstand. 6. Assist with public inquiries during Emergencies and storm events. B. Word Processing: 7. Assist in the preparation of notices and ads. 8. Prepare and type general correspondence for all Departments falling within the position’s areas of responsibility. 9. Type various reports, statements, and invoices when required. Administrative Assistant – Public Works _________________________________________________________________________________________________________________ ______________________________________________________________________________ Page 3 of 4 C. Records Management: 10. General filing (including electronic) and maintenance of current files and keeping printed materials up-to-date. 11. Assist in maintaining files and records of meetings, sewer permits, and compost cart serial numbers. 12. Maintain general contact information on departments and organizations as required. 13. Maintain records in software programs including Laserfiche forms, Townsuite, Excel, Click up, D. Administrative Support: 14. Assemble, collate, edit, format and prepare a variety of technical and administrative materials and other data for referral or action such as letters, notices, contracts, specifications, requisitions, progress estimates, reports, presentations, budget estimates, agendas, minutes and speeches. 15. Attend meetings and record, transcribe, and distribute minutes when required (including but not limited to Departmental Meetings, Joint Occupational Health & Safety, Consultants, , Capital Projects Meetings, Committees of Council, Quarterly meetings with Nova Scotia Public Works). 16. Prepare confidential material when required. 17. Assist with the preparation of budgets, administration process of invoices and receipt of payments. 18. Responsible for ordering of office equipment and supplies (PPE, wastewater supplies, custodial supplies etc, as required. 19. Management of routine service contracts (i.e. sidewalks, roads, floats, heavy equipment, pest control, heavy equipment, HVAC). 20. Monitor and maintain logs of various inspection programs including wharves, boat launches, roads, sidewalks, call center, fuels, HVAC, generator etc) 21. Coordinate inquiries and liaise with NSPW (NSTIR), Department of Natural Resources, Nova Scotia Power. 22. Assist with NSE and Provincial tracking and report, data input, and coordination of inspections and reporting. 23. Manage maintenance work order requests through Laserfiche Forms. 24. Assist with obtaining prices/quotations for routine operation work as well as small capital equipment. 25. Assist with fleet maintenance (permit renewals, truck inspections, service company communications, etc.). 26. Provide assistance to the Solid Waste Department. 27. Spending authority - $2,500 (related to Purchase Order system). 28. Other duties as assigned. CONTACTS 1. General Public 2. Members of Municipal Council and staff Administrative Assistant – Public Works _________________________________________________________________________________________________________________ ______________________________________________________________________________ Page 4 of 4 3. Municipal Solicitor 4. Provincial and Federal Government Departments 5. Director of Engineering & Public Works DIRECT SUPERVISOR FOR: 1. Accounting and Administrative Assistant (when in Department)