Administrative Coordinator

Administrative Coordinator

The Bradford West Gwillimbury Public Library is a community-focused, single branch Library serving a diverse population of 35,500. The community includes both urban and rural areas with much of the population centered in the town of Bradford, which is located on the fringe of the GTA and adjacent to the Holland Marsh. Easily accessible from Highways 400, 27 and 11, Bradford is a growing community, reflected in the increasing demand for library services.

The Library has an opening for a full-time Administrative Coordinator. Reporting to the Chief Executive Officer, the Library is seeking a candidate who is responsible for providing administrative support to the CEO in a variety of areas such as records management, financial reconciliation, human resources and maintaining bookings. Candidates applying for the Administrative Coordinator will be someone who:

  • Has strong records management/records maintenance skills
  • Demonstrates an ability to work independently and part of many teams
  • Exhibits an ability to maintain and prioritize inventories, reconcile accounts, and work with official records and minutes
  • Is experienced with room bookings
  • Is experienced working with governance structures
  • Is a progressive and creative problem-solver
  • Demonstrates experience working with data, spreadsheets, and GL Coding
  • Has a dedication to providing excellent customer service to staff, community, and stakeholders
  • Will support mission, vision and values of Bradford West Gwillimbury Public Library
  • Will comply with the Occupational Health and Safety Act and Regulations, and the Corporate Health & Safety Policy and related procedures
  • Promotes a culture of inclusiveness and work with a diverse population of employees and the general public.

This position is anticipated to start September 6, 2022. Shifts and hours will vary, and may include evenings and weekends. This position offers a salary range of $51,068 to $63,835 (2022 rates) based on a 35 hours per week plus a competitive benefit package including OMERS pension plan.

Qualifications:

  • Forma academic training in a community college business/office administration program, or related discipline
  • Two (2) to three (3) years of progressive experience in a public sector setting and/or administrative role
  • Ability to prioritize, multi-task and work under pressure to meet deadlines and exercise discretion and judgement when handling confidential information
  • Exceptional customer service and organizational skills
  • Experience with HR practices, Financial Acumen and Records Management considered an asset
  • Excellent interpersonal and communication skills to foster cooperative working relationships and maintaining diplomacy and integrity

Interested candidates are invited to forward their resume and cover letter by 4pm on Friday July 15th at 4:00pm to:

Matthew Corbett, Chief Executive Officer
Bradford West Gwillimbury Public Library
425 Holland St. W
careers@bradford.library.on.ca

We thank all applicants for their interest; however, only those being considered for an interview will be contacted. In accordance with the Municipal Freedom of Information and Protection of Privacy Act, personal information is collected under the authority of the Municipal Act, and only be used for candidate selection.
The Bradford West Gwillimbury Public Library requires candidates to provide proof confirming receipt of the full series of a Covid-19 vaccine as a condition of hire in accordance with the Town’s mandatory vaccination policy.
The Bradford West Gwillimbury Public Library is committed to equity in employment. As an equal opportunity employer, we are committed to establishing a qualified workforce that is reflective of the diverse population we serve. All candidates must be able to promote a culture of inclusiveness and work with a diverse population of employees and the general public. We encourage applications from Indigenous peoples, racialized people, persons with disabilities, and those who identify as 2SLGBTQ+.
The Bradford West Gwillimbury Public Library is committed to providing accommodations based on any human rights protected ground throughout the recruitment and selection process. If you require accommodation, please notify us when contacted for an interview and we will work with you to meet your needs.

 


POSITION DESCRIPTION
Position Title:           Administrative Coordinator
Position No.:             LIB-06
Department:             Library
Reports To:                Chief Executive Officer
Date:                             April 12, 2018

POSITION SUMMARY

The Administrative Coordinator is responsible for the delivery of administrative coordination and support; preparation of reports and correspondence including confidential information; liaising with others on behalf of the CEO; attending and recording minutes of meetings as required and tracking/follow up on actions and decisions; coordination/tracking of departmental and human resource policies and procedure manuals including department training plans; conducting research/analysis for the CEO’s consideration; responding to inquiries and complaints with referral/follow up with staff as required; processing of all accounts payable for the Library’s operating and capital accounts; assistance with the preparation of the annual capital and operating budget; and monthly monitoring/tracking of all Library expenditures and revenues.

This position includes acting as the recording secretary during Library Board meetings, and providing administrative support to the Friends of the Library as required.

DUTIES AND RESPONSIBILITIES

Administration

  • As directed by the Library CEO, provides confidential administrative support to the CEO and staff of the BWG Public Library including correspondence, coordinating/scheduling meetings, recording minutes of meetings as required.
  • Provides confidential administrative support to management staff as required.
  • Prepares confidential correspondence/reports/minutes in relation to personnel matters.
  • Records maintenance in accordance with the prescribed records system including the organization and disposal of files.
  • Under the direction of the CEO, responsible for all aspects of Library Board meeting preparations. Conducts research, prepares agendas, minutes and motions, and tracks and follows up on action items from meetings.
  • Acts as the recording secretary for Library Board meetings which requires mandatory attendance at all meetings.
  • Maintains Library Board files and documents.
  • Coordinates the development and update of department and human resource policies and procedure manuals, including training plans.
  • Answers public inquiries via telephone, routing calls to appropriate individuals.
  • Responsible for set up, troubleshooting, maintenance and staff training of all Library equipment including phone, photocopiers, coin operated machines and security equipment.
  • As directed by the CEO, compiles records to assist with budget preparation and business planning.
  • Assists with compiling information to assist the CEO in submitting grant applications.
  • Organizes travel arrangements, educational registration, catering for Library staff and events.
  • Maintains calendar of appointments for the CEO and staff including scheduling meetings, booking meeting rooms, compiling material for meetings and making special meeting arrangements as directed.
  • Prepares package for new hires including employee change record form, tax forms, pension and benefits enrolment forms.
  • Maintains confidentiality under the Municipal Freedom of Information and Protection of Privacy Act and other related and applicable legislation;
  • Supports mission, vision and values of Bradford West Gwillimbury Public Library;
  • Complies with the Occupational Health and Safety Act and Regulations, and the Corporate Health & Safety Policy and related procedures.

Financial

  • Responsible for verification (review of invoices for accuracy with respect to goods and services) and preparation of accounts payable invoices for processing by coding invoices and matching purchase orders with purchase requisitions. Ensures invoices are forwarded to Finance in a timely manner.
  • Reconciles credit card invoices for Library staff from monthly credit card statements by recording GL information on submission forms.
  • Records incoming invoices and expenses on Excel spreadsheet and photocopies invoices to ensure the same are allocated to the proper accounts.
  • Prepares accounts receivable invoices for all interlibrary loan materials not returned.
  • Reviews month end reports to reconcile all information, balance accounts, and send changes to Finance.
  • Records all donations received by the Library and issues receipts as required.
  • Solely responsible for deposit preparation and weekly transport of monies collected to the Bank for deposit, including monies collected on the Town’s behalf.
  • Balances petty cash for the Library, Friends of the Library, photocopier revenue and information from Interac machine on a weekly basis, maintaining corresponding paperwork.
  • Responsible for the reconciliation of daily receipts and monies received from Borrower Services, dealing with any discrepancies, creates deposits for sign-off and deposit at the Bank.
  • As directed by the CEO, assists with budget process, gathers financial data for review including annual service agreements and yearly maintenance contracts to monitor yearly price increases; uses  established formula to develop book and materials budget; projects salary needs based on market adjustment and step increase.
  • Provides reports and assistance for the annual Library audit.
  • Prepares financial reports for Library Board, Collection Development Team and Friends of the Library.
  • Assists with maintenance of financial records for the Friends of the Library, including preparation of cheques as required.

Purchasing

  • As directed by the CEO, requests verbal and written quotes and summarizes submissions by verifying purchase agreements, terms, price and scheduling with vendors.
  • Tracks and records contract maintenance with existing vendors.
  • Reviews vendor billing in comparison with established agreements to assist in resolving invoice discrepancies.
  • Follows up with vendors if inventory is damaged.
  • Maintains department purchase order inventory, purchase maintenance agreements and accounts payable records.
  • Orders all office supplies, including specialty items, for staff, the Library Board and Friends of the Library as needed in order to maintain supplies available at all times.

Facilities Booking

  • Acts as point of contact for room bookings for Library, Town and the public.
  • Responds to public inquiries regarding room bookings as per Library policy.
  • Prepares invoices for room rentals, receives payments, security deposits and room cleaning deposits and deposits into proper general ledger accounts.
  • Coordinates, verifies and updates room bookings binder on a weekly basis.
  • Maintains and disposes of cleaning deposit cheques as required.
  • Liaises with Manager, Facilities and staff regarding room set up and equipment use.
  • Is available for room viewings to the public as required.

Facilities Maintenance

  • As directed by the CEO and/or in collaboration with the Manager, Facilities, maintains all service contracts, ensuring work is completed as contracted.
  • Develops and maintains master list of contractors and services required on an annual/monthly
    basis as required.
  • Schedules both planned and emergency service and provides building access as required.
  • Obtains quotes for services from vendors and contractors.
  • Directs Facilities staff and contractors to undertake minor repairs and improvements.
  • Liaises with Leisure Services staff to coordinate access to the building by trades performing required and routine building maintenance.
  • Maintains and prioritizes an inventory of identified building maintenance issues and improvements
    in consultation with the CEO.

POSITIONS SUPERVISED DIRECTLY

Indirect supervision of part-time Facility Operator, external contractors

QUALIFICATIONS

  • Formal academic training in a community college business/office administration program or related discipline.
  • Two (2) to three (3) years of progressive experience in a public sector setting and/or administrative role.
  • Effective oral and written communication skills.
  • Ability to interact effectively and courteously with all levels of staff and contacts in a political and community/client service environment.
  • Ability to prioritize, multi-task and work under pressure to meet deadlines and exercise discretion and judgement when handling confidential information.
  • Problem-solving, leadership and conflict resolution skills requiring a high level of tact, diplomacy and sensitivity.
  • High degree of computer literacy. Advanced proficiency in Microsoft Office Suite, spreadsheets, presentations, email, internet and databases.
  • Experience with automated accounting software for general ledger applications.
  • Valid Class ‘G’ Driver’s license and reliable vehicle to use on corporate business.
  • Ability to work days, evenings and weekends as required.

Municipal Clerk / Library Chief Executive Officer

Municipal Clerk / Library Chief Executive Officer


We are seeking a driven individual who thrives in a culture of collaboration and progression to carry out Clerk’s office services, perform all statutory Clerk duties under the Municipal Act, and fulfill all roles and requirements as required under the Public Libraries Act as Library Chief Executive Officer.

Tay Township is located on the sunset shores of Georgian Bay. Our communities of Victoria Harbour, Port McNicoll, Waubaushene and Waverley combine the perfect balance of urban and rural households. Tay Township is a four-season destination offering inclusive cultural and recreational activities for all ages.

Our team members are forward-thinking collaborators who are driven to innovate and modernize local government. The ideal candidate will be adaptable to our growing and evolving municipality and enthusiastically demonstrate capabilities for making a positive impact on the Corporation and the Community as one.

Reporting to the Chief Administrative Officer/Deputy Clerk (“CAO”), or their designate, and working collaboratively with the Senior Leadership Team, the Municipal Clerk/Library Chief Executive Officer (“Clerk”) performs all statutory duties under the Municipal Act and is responsible for compliance with applicable policies and statutes. The overall purpose of the position is to be responsible for the effective general and financial management of the Clerk’s office functions such as legislative services, records information management, cemeteries, burial permits, business licensing, Returning Officer duties (Municipal Elections) and acts as Council secretariat as well as Library Chief Executive Officer, fulfilling all roles and requirements as required under the Public Libraries Act.

The Clerk’s key priorities, in alignment with the Township’s values and strategic plan, include executing Clerk services in a manner that is sustaining, best-in-class, compliant, and ensures that the needs of the Township’s departments, Community Members, Staff, and Council are met. The Clerk provides advice to the CAO and Council in the establishment and execution of Township strategies and processes, which result in the formulation and achievement of the Township’s overall goals and objectives.

The successful candidate will have excellent and concise writing and editing skills with a high level of accuracy, advanced proof-reading skills and careful attention to detail as well as strong written and verbal communications skills and analytical skills. Additionally, they must be politically astute with superior acumen, emotional intelligence and public relations skills to deal courteously and effectively with all levels of staff and government, elected officials, local boards/commissions, community groups and organizations, and the general public with the ability to exercise tact, diplomacy and good judgement at all times.

The position requires the completion of post-secondary education from an accredited educational institution in Public Administration, Business Administration, Office Administration, Political Science, Law, or other relevant discipline, the completion of the Association of Municipal Managers, Clerks and Treasurers of Ontario (AMCTO) Municipal Administration Program, and a minimum of 5 years of related, progressive public sector work experience, preferably in a municipal environment required. Experience participating in the coordination of at least one (1) election cycle considered an asset.

The salary range for this full-time, permanent position is $50.13 to $59.68 per hour with a 35-hour work week. Overtime is required, including attendance at evening meetings. We also offer a comprehensive pension and benefit package (conditions may apply).


Join our team today and help transform the way local government connects with the community it serves.

Qualified and interested applicants are encouraged to do the following:

  1. Reference the complete position description available on the Tay Township website – tay.ca/jobs
  2. Submit a cover letter and resume via e-mail by 4:00 p.m., Thursday, July 7, 2022

Human Resources
E-mail: HR@Tay.ca
Note: Please reference ‘Clerk’ at the beginning of the subject line.

We thank all applicants who apply, but only those candidates selected for an interview will be contacted.

Personal information is collected under the authority of the Municipal Act and in accordance with the Municipal Freedom of Information and Protection of Privacy Act, will only be used for candidate selection. The Township of Tay is an equal opportunity employer. In accordance with the Accessible Canada Act, 2019 and all applicable provincial accessibility standards, upon request, accommodation will be provided by the Township of Tay throughout the recruitment, selection and/or assessment process for applicants with disabilities.

Temporary Equipment Operator

Temporary Equipment Operator (multiple vacancies)
Roads, Parks and Forestry Department

Working for the City of Burlington

A great career is closer than you think. Come work for the City of Burlington, where you’ll be joining an innovative and progressive workplace focused on building a 21st century city that respects the diversity of our residents, visitors and employees; and prioritizes continuous opportunities for you to learn and grow.

Job Number RPF-81-22
Employee Group Non-Union
Employment Status Temporary/Seasonal
Location

This position is required to work in person at Roads, Parks and Forestry including various sites across the City.  Work location is subject to change at the discretion of the City due to operational demands.

Position Overview

 

The Roads, Parks and Forestry Department is recruiting for multiple Equipment Operators for parks and sportsfield maintenance activities. Temporary Equipment Operators are responsible for the safe operation, maintenance and service of motorized vehicles and equipment.  Equipment Operators assist in a variety of tasks related to maintaining parks, sports fields and park amenities. Duties may include, but are not limited to, washroom maintenance, grass cutting/trimming, sportsfield maintenance and general maintenance, such as litter and debris pick-up.

Responsibilities

Temporary Equipment Operators will perform such activities as:

  • Maintaining vehicles, equipment and attachments in a safe and efficient manner, and in accordance with established standard operating and safe job procedures.
  • Operating city vehicles and equipment such as pickup trucks, garbage trucks, mowers, tractors, trailers and other related small and large equipment, including attachments, as required.
  • Picking litter and emptying garbage receptacles from parks, playgrounds, parking lots, and roadsides etc.
  • Opening, closing, inspecting, cleaning and disinfecting public washroom facilities
  • Operating handheld equipment, power tools and hand tools related to grass cutting, sports field maintenance and general park maintenance activities.
  • Performing daily circle checks on equipment, making any necessary minor repairs in the prescribed manner, and scheduling any major repairs through the Supervisor.
  • Participating in loose leaf and winter control operations.
  • Complete administrative tasks in an accurate and timely manner; including daily activity sheets, training documentation and other required paperwork.
  • Comply with requirements of the Occupational Health and Safety Act, the Highway Traffic Act, Federal, Provincial and City regulations, policies and procedures.
  • Other duties as assigned
Requirements

 

The successful candidates will ideally have a minimum high school diploma and 1-2 years of demonstrated equipment experience related to park or sportsfield maintenance. Demonstrated effective communications, both oral and written, along with customer service and problem-solving skills.  Proficient time management skills and flexibility in adjusting between a variety of duties.  Ability to work with minimal supervision and as part of a team.  Must be able to perform physical work, willing to work various shifts throughout the season and perform work in all weather conditions.

A valid G-Class driver’s licence is required with an acceptable driver’s abstract (no more than three (3) driving related convictions and an accumulation of no more than three (3) demerit points in the previous three (3) years prior to the date of hire). A DZ license is considered an asset.
Additional Information:

All City of Burlington staff are required to be fully vaccinated as a condition of hire in accordance with the City’s COVID-19 Staff Vaccination Policy. To learn more about the policy, please click on the following link: <https://www.burlington.ca/en/your-city/career-opportunities.asp>

Hourly Rate $25.59 per hour
Posting Close Date June 30, 2022
How to Apply

To apply, please visit www.burlington.ca/careers and click on “View Jobs”. Please note that applications are only accepted online. If you require assistance, please contact Human Resources at 905-335-7602.

Accommodation

In accordance with the Accessibility for Ontarians with Disabilities Act, the City of Burlington accommodates the individual needs of applicants with disabilities within the recruitment process. Please call us at 905-335-7602 or email us at: hr@burlington.ca if you require accommodation to ensure your equal participation in the recruitment and selection process.

We thank all applicants and advise that only those to be interviewed will be contacted.


An equal opportunity employer.