Administrative Assistant 5-Transportation & Environment Services, Utilities, Engineering, Facilities

Position Overview:

Under the general supervision of the Administrative Assistant 8, these positions are responsible for the maintenance of precise, accurate records on maintenance and capital projects for the various sections of the Transportation & Environment, Utility Services, Engineering and Facilities Management.

Key Responsibilities:

Assists to ensure the financial accountability of the department(s) by working closely with the Finance and Procurement Departments and will be responsible for:

•Processing invoices, preparing requisitions and tracking expenditures on various

operational activities.

•Reconciling petty cash, balancing and depositing daily cash, and recording entries.

•Administering the corporate credit card process for the division.

•Preparing budget analysis reports and assisting with the preparation of the department(s)

budget(s).

Maintain records pertaining to expenditures for all City-owned and leased facilities; capital and maintenance projects by:

•Maintaining financial and costing records for the purchase of equipment, goods and

labour.

•Entering requisitions, receivers and other information pertaining to purchase orders.

•Corresponding with vendors and contractors.

•Recording estimates and other invoice information on spreadsheets.

•Creating and submitting maintenance reports with accompanying communication, as

required.

Ensures the applicable Service Area is provided with a variety of clerical and administrative services by:

•opening, sorting and distributing mail, facsimiles, and e-mails.

•performing general office duties as required, including keyboarding, filing and

photocopying.

•taking and distributing minutes of meetings.

•providing information, directing inquiries and answering telephone inquiries.

Essential Qualifications

•Sound knowledge accounting procedures.

•Considerable experience and training in purchasing procedures and documentation.

•A proficiency level of knowledge of Microsoft Office Systems.

Certification:

Must be security cleared.

Education:

A community college diploma in Business Administration or university Business Certificates.

Experience:

A minimum of two and half years of relevant experience that includes purchasing and accounting procedures.

The successful applicant may be eligible to participate in a Flexible Time Options Program which includes the option of working a 4 or 5-day work week, subject to business requirements.

Equal Opportunity Employer:

We are an Equal Opportunity Employer. We are committed to building a workforce that reflects the diversity of the communities in which we live and which we serve. We encourage and support applications from Indigenous persons, persons with disabilities, and members of visible minority groups. Candidates who belong to such groups, who are qualified, will be given preference at the time of selection.

Applications will be accepted through our online system only. Qualified applicants should submit their cover letters and resumes to:

City of Saint John

Attn: Hiring Committee

www.saintjohn.ca (careers/employment opportunities)