Administrative Clerk 2 - Infrastructure Services

Position Title: ADMINISTRATIVE CLERK 2 – Infrastructure Services

Area/Department: Infrastructure Services

Reports to: Director of Infrastructure Services

POSITION SUMMARY
The Administrative Clerk 2-Infrastructure Services provides administrative, accounting, and technical support; provides effective customer service to the community; compiles and evaluates key labour distribution for Infrastructure Services employees in accordance with the Union Contract; compiles and evaluates Accounts Payable/Receivable Invoices; receives, records and responds to public inquiries, and refers matters to appropriate staff. Assists with reporting, issuance and closing out of departmental permits, boat slip agreements and utility locates.

DUTIES & RESPONSIBILITES

1. Provide front-line customer service for Infrastructure Services, serving as the first point of contact at the service counter and by telephone. Respond to inquiries received by mail, fax, and email; record complaints and generate service requests through on-demand work orders. Interpret and explain departmental policies, procedures, and schedules; research information and comparable policies as needed; and refer inquiries to other agencies when appropriate.


2. Administer departmental permits—both directly and in support of others—including, but not limited to, entrance permits, temporary road closures, overload permits, and roadway occupancy permits. Prepare correspondence related to permit applications and maintain the annual permit database for all issued permits.


3. Receive, distribute and close out Utility Locate Requests through Ontario One Call.


4. Assist with the preparation, communication, and distribution of notifications for emergency road closures.


5. Assist with generating departmental invoices, processing refunds, and preparing operational billings for the District of Muskoka.


6. Refer situations to the appropriate departmental staff for investigation and follow-up as required.


7. Examine and evaluate operational reports, materials inventories, and Town or contracted equipment. Compile data and prepare reports for the Department’s Management Team.


8. Format and type letters, memorandums, and assist with preparation of procurement documents and specifications.


9. Monitor, track and report on departmental capital costs centres.


10. Assist the Management Team with investigating, researching and compiling data in response to litigation directed at the Infrastructure Services Department.


11. Perform general departmental filing and municipal record maintenance, including the creation and destruction of files in accordance with corporate filing and retention policies.


12. Assist with the processing and collection of insurance and fees and respond to general inquiries related to Muskoka Wharf boat slip rental agreements. Maintain and update a database of slip holders, including fee collection. Monitor and manage the online booking form for daily slips, coordinate bookings with Muskoka Wharf staff, and create and file all seasonal and daily boat slip agreements.


13. Participates in special projects and assists with other functions as required ensuring the smooth operation of the department and the Corporation.

SUPERVISION REQUIREMENTS
Positions Supervised Directly: N/A

EDUCATION, SKILLS and EXPERIENCE

1. Diploma in Business Accounting, Office Administration or related discipline.


2. Two (2) years clerical/administrative experience preferably in a municipal engineering environment.


3. 2-3 years payroll and accounting experience, preferably in a unionized environment.


4. Excellent interpersonal, customer service and communication skills, both oral and written.


5. Proficiency in a computerized environment, with operating systems, database and in-house software, Microsoft Outlook, Word, Excel, Publisher, and Power Point.


6. Working knowledge of Public Sector Digest Software (Citywide) and/or experience with implementation of software programs would be considered an asset.


7. Working knowledge of exceptional customer service practices, accounting practices, general meeting procedures, minute taking and record keeping/file management practices, report writing techniques, and presentation/preparation needs.


8. Strong organizational and time management skills, ability to multitask, meet conflicting deadlines.


9. Ability to work independently or in a team environment.


10. Attention to detail and accuracy, and ability to thrive in a fast-paced environment.


11. Ability to manage confidential information and to exercise discretion and sound judgment regarding sensitive or confidential issues and to project a professional image.


12. Willingness to participate in continuous upgrading, training, and self-development programs.


13. Valid G license with a clean drivers abstract satisfactory to the corporation (Use of own vehicle may be required)


14. Basic GIS mapping experience would be considered an asset.


15. Physically able to carry out all aspects of the job.

HEALTH & SAFETY RESPONSIBILITIES:

1. To learn, understand and practice standard Town operating procedures.


2. To be familiar with and comply with the provisions of the Occupational Health and Safety Act and Regulations; and the Towns Health and Safety Policies and Procedures.


3. To take every possible precaution to protect themselves and fellow workers from health and safety hazards and unsafe situations.


4. To report unsafe acts or conditions to their supervisor or a Health and Safety Committee Representative.


5. To report any occupational injury or illness immediately to their supervisor.


6. To use personal protective equipment, where required.


7. To report any contravention of the Occupational Health and Safety Act.

PHYSICAL/PSYCHOLOGICAL DEMANDS and WORKING CONDITIONS

Environment: Work is conducted in an office environment with exposure to criticism from the public. Requirement to juggle priorities, verbally communicate to exchange information. Deal with constant interruptions and changing demands during the course of a working day; occasions whereby an extremely short amount of time is available to complete a project or task (regularly); wide variety of tasks requiring ability to manage multiple projects and make independent decisions (daily); while maintaining a pleasant, professional and positive demeanor.

Physical: Requirement for sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to travel to other locations; to operate equipment and vehicle;

Normal hours of work are 35 hours per week, Monday to Friday, as required.

CONTACTS
Incumbent communicates regularly with municipal staff, Provincial ministries and government agencies, staff of other municipalities, and the general public.

Deadline to Apply is Thursday, October 15th, 2026.