Administrative Assistant, Building & Municipal Enforcement Services

June 17, 2025

Job Postings

Closing: July 1, 2025, at 4:30 p.m.

The Role

Administrative Assistant, Building & Municipal Enforcement Services

This is a temporary full-time role (until approximately May 7, 2027) at the County, with an annual compensation range of $60,060 - $73,055.

The Opportunity

We’re looking for a professional and detail-oriented Administrative Assistant to support our Building & Municipal Enforcement Services Division. In this pivotal role, you’ll provide administrative and technical support to the Manager and divisional staff, helping ensure the smooth operation of daily functions and services. You’ll also serve as a key point of contact for internal teams, government representatives, and the public delivering responsive, high-quality customer service in a fast-paced environment. If you excel at organization, communication, and multitasking, we’d love to have you on our team.

The Perks

Defined Benefit Pension Plan
3 Weeks Starting Vacation (prorated in the first year)
Health & Dental Benefits
Safe & Friendly Work Culture
Wellness Programs
EFAP Program
Employee Recognition
Free Parking

The County

Haldimand County is a single-tier municipality with a dedicated team of professionals committed to delivering exceptional services to our citizens. With a focus on excellence, our county stands as an outstanding place to work and live. By joining our dynamic team, you open the door to a rewarding career where we prioritize the health and wellness of our employees, their families, and the communities we serve.

At Haldimand County, we believe in the Net Better Off philosophy. This means we’re passionate about helping our staff thrive and advance in an equitable workplace.

Job Description

Administrative Assistant, Building & Municipal Enforcement Services

Posting #: NU-2025-31

Posting Period: June 17 - July 1, 2025

Employer Group: Non-Union

Reporting to: Manager, Building & Municipal Enforcement Services

Grade: 6

Wage Range Annually: $60,060 - $73,055

Position Status: Temporary Full-Time (until approximately May 7, 2027)

Work Hours: 35 per week

Location: Cayuga, ON (Haldimand County Administration Building)

Core Competencies

Self-Direction
Interpersonal Communication
Collaborative Skills
Digital Literacy

Position Summary

Provide efficient and confidential administrative and technical support to the Director/Manager and Divisional staff in order for the Division to operate effectively and efficiently. Additionally, assist with the coordination of divisional business services, functions, and operations. As well as provide customer service to internal and external clients, including representatives of various levels of government, management, peers, staff, and the general public.

Qualifications, Knowledge, and Skills

Education

Community College Diploma relative to the area of responsibility completed within two academic years.

Experience

Up to and including 1 month of current related experience.
Special consideration will be given to applicants with:
- Experience preferably in a Municipal Government setting
- Demonstrated ability to conduct budget preparation

Knowledge/Skills

Thorough understanding of municipal, corporate and divisional business administration procedures to recommend and/or undertake activities that increase efficiency of the Division
A Valid Ontario Driver’s License and access to a reliable vehicle.
Excellent verbal and written communication skills with the ability to give, obtain, seek clarification, and/or exchange routine information
Demonstrated initiative, and ability to make decisions involving routine tasks, within establised procedures
Demonstrated ability to work independently referring only to major problems to supervisors/managers
Demonstrated ability to exercise significant discretion and sensitivity involving regular work with confidential information
Proven ability to handle/process cash, valuables and/or issue receipts
Demonstrated analytical and problem-solving skills involving occasional ingenuity, and minor refinement of procedures when necessary
Demonstrated capability to provide orientation or technical guidance, as needed
Organizational skills with conscientiousness, to avoid errors and ability to meet deadlines
Excellent interpersonal skills including the ability to work effectively in a team environment and guide interdisciplinary team-based discussions to increase staff morale, team building and team spirit
Technology Aptitude
- Demonstrated intermediate computer skills to utilize various technological devices and programs while adhering to cybersecurity and best practices are followed.

Responsibilities

The incumbent is responsible for, but not limited to:

Corporate

Build and maintain relationships with internal and external contacts with an emphasis on building trust in/with the Division while ensuring effective public relations that sustain the positive image of the County.

People

Work with Director/Manager or Divisional staff to resolve issues related to divisional business using internal and external relationships.

Money/Asset

Assist with the development of operating and capital budgets; input budget data; monitor approved budget.
Review and process invoices, enter purchase orders, reconcile procurement card accounts, and complete account reconciliations throughout the year as required by applicable Policy and Procedures.

Functional

Support

- Provide correct information to inquiries or refer requests to those who have the necessary information or knowledge to respond.
- Prepare Social Media on behalf of the Division to provide updates to the public regarding service impacts and other important informational updates.
- Assist with divisional recruiting process by organizing resumes, booking interviews, completing reference checks, and completing unsuccessful applicant letters.
- Provide technical support for various corporate software for office and field staff as requested.
Reports
- Coordinate, prepare and proofread written documentation from management staff, being cognizant of deadlines.
- Prepare and analyze statistical data; research best practices related to divisional functions and ensure accuracy of information.
- In conjunction with Human Resources staff, coordinate, on behalf of the Director/Manager, the collection, administration, analysis and/or accuracy of employee data such as compensation information, attendance records, vacation records, policies and procedures, performance management and professional development of Division staff
Record Management
- Maintain approved records management system for the Division, ensuring that documentation is readily retrievable.
Scheduling
- Schedule meetings for the Director/Manager and Supervisors with County and non-County Staff, which includes meeting invitations
- Register divisional staff for conferences, seminars and trade shows including arranging for accommodations
Divisional
- Ensure contractors used for enforcement clean-ups comply with County purchasing policy.
- Prepare all necessary documentation for chargebacks (related to contracted services) for the Finance Division.
- Liaison with crossing guard contractors regarding service complaints and ensure they are addressed.
- Orientation (including CityView) of new staff and summer students.
- Backup Divisional Staff at the front counter to provide preliminary technical information Building/By-Law.

Demonstrate commitment to the Haldimand County Code of Conduct

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the job.

Working Conditions

Regular business hours: Monday to Friday 8:30 a.m. – 4:30 p.m.

Haldimand County envisions all County staff to possess a high degree of Ethical Behaviour & Professionalism, Political Acumen, Relationship Management, Credibility, Flexibility & Adaptability, Empathy & Compassion, Entrepreneurship, and Customer Service.

Haldimand County is an equal-opportunity employer that strives for inclusivity and belonging for all. Accommodation is available at any stage of the hiring process to applicants with differing abilities. If you require accommodation at any stage of the hiring process, please contact us at hrhelpdesk@HaldimandCounty.on.ca.

County employees who are interested in applying for this position must complete the EMPLOYEE APPLICATION FORM via the County’s Intranet - FuNK and submit it online with a resume and cover letter by 4:30 p.m. on the last day of this posting.

We thank you for your interest in working for Haldimand County. Only candidates selected for an interview will be contacted.

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