Administrative Assistant, Finance and IT - Closing June 25, 2026

Municipality of Port Hope • Port Hope, ON

7d • CA$55,954 - CA$65,459 • Hybrid

About The Position

The Administrative Assistant provides comprehensive administrative support for the Director, Finance and Information Technology as well as to staff across the department including Information Technology, Municipal Assets and GIS, Finance, Financial Planning and Tax and Revenue. Responsibilities include assistance with accounting entries, accounts payable functions, and providing customer service for the Finance Department.

Requirements

• Completion of Community College in Business Administration or Accounting.
• Three (3) to four (4) years administrative support experience, preferably working for a Senior Manager.
• Advanced computer skills including expertise with Outlook Calendar, Email, Word, Excel, PowerPoint and Access database software.
• Verbal communication skills including courtesy, tact, explanation, judgement, and discretion.
• Written communication skills including grammar/spelling skills for proofreading, editing, and writing of reports/correspondence.
• Interpersonal and customer service skills.
• Organizational and time management skills (multi-task).
• Detail orientation.
• Demonstrated ability to strictly maintain the confidentiality of highly sensitive information.
• Flexible and adaptable.
• Valid and satisfactory Criminal Record and Judicial Matters Check.

Nice To Haves

• Municipal experience would be an asset.
• experience with accounting/finance software (Microsoft Great Plains), Digital Warehouse, City Wide, and E-Scribe would be an asset.

Responsibilities

• Perform administrative and clerical duties for the Director, Finance and Information Technology as well as to staff within the Information Technology, Municipal Assets and GIS, Finance, Financial Planning and Tax and Revenue.
• Assist the Director, Finance and Information Technology in managing calendar appointments, e-mails, project timelines and deliverables for Council, Staff, and Residents.
• Prepare meeting agendas, setup for, attend meetings and take meeting minutes, distribute minutes, track/manage deliverables identified in meetings.
• Develop and/or format correspondence, reports, presentations, By-laws, Resolutions and other documents/information.
• Receive incoming phone calls from the public and greet the public visiting the office; address inquiries regarding Municipal services, provide information, licenses, permits and receive payments for Municipal services and/or direct as appropriate to department/contact; including the primary responsibility for the general finance email.
• Provides support for processing payments (e.g. water bills, taxes, bus tickets, etc.) including receiving revenue and issuing receipts, balancing and depositing cash receipts and post-dated cheques.
• Provide backup coverage and support for the Customer Service and Accounts Receivable Administrator, and Accounts Payable Administrator for vacation, absences, and high-volume periods; assist by providing services to the Customers and office staff.
• Administer the office equipment and supplies for the department, including ordering and tracking office supplies, maintenance of office equipment and confirming compliance with purchasing policy.
• Track status of correspondence addressed to the Finance department and copy to applicable internal contacts; gather relevant information from internal contacts; develop consolidated draft response; reviewed by signatory and response issued within established timeline.
• Assist with the review and reconciliation of financial information.
• Administer finance petty cash and reconcile Finance and Information Technology department credit card statements.
• Administer the Records and Information Management (RIM) system for the department, filing documents both manually and electronically. Department SharePoint liaison and super-user.
• Serve as the department communications liaison; manage and co-ordinate the insertion of all Department advertisements and public information notices on the Municipal website.
• Update the Municipal website with information pertaining to the Finance and Information Technology department and post new information as required: e.g. Budget Presentations.
• Work with the Manager, Taxation and Revenue to gather information from all Departments in order to present and facilitate new schedules for Fees and Charges By-law updates annually.
• Co-ordinate meetings for the Director, Finance and Information Technology with internal and external contacts; provide information to attendees as required; arrange food and beverages for meetings as required.
• Conduct research on the internet, in corporate records, external resources etc. as required.
• Register and make travel and accommodation arrangements for Finance and Information & Technology staff attending conferences and complete expense reimbursement forms.
• Support continuous improvement and recommend updates to policies and procedures that incorporate lean processes with adequate controls.
• Adhere to high standards of ethical behaviour and demonstrate understanding that personal actions may impact the public’s perception of the Municipality.
• Perform other duties as assigned by the Director, Finance and Information Technology or designate.

Benefits

• Employer paid Group Health, Dental and Life Insurance after three months of employment
• OMERS Pension Plan from the date of hire
• Professional Development and Skill Based Training Opportunities
• Alternate Work Arrangements
• Wellness, Social and Staff Ambassador Committees
• Employee and Family Assistance Plan
• Perks and Savings Partnerships

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree