Job Description
JOB TITLE: Municipal Law Enforcement Administrative Assistant (Part-Time)
DEPARTMENT: Legislative Services
SUPERVISOR’S TITLE: Director of Legislative Services/Clerk
SUPERVISES: DIRECTLY: 0
INDIRECTLY: 0
JOB DESCRIPTION DATE: April 2025
POSITION SUMMARY
Reporting to the Director of Legislative Services/Clerk, the Municipal Law Enforcement Administrative Assistant provides comprehensive administrative and clerical support to the Municipal Law Enforcement Services. This position ensures the efficient and effective operation through high-level organizational, communication, and administrative skills. The role involves supporting enforcement officers, managing sensitive information, coordinating departmental processes, and serving as a key point of contact for internal staff and members of the public.
DUTIES AND RESPONSIBILITIES
•Supporting daily operations of the Municipal Law Enforcement Services.
•Provides customer service and clerical support to the Municipal Law Enforcement Services as follows:
- Intake, assignment and tracking of enforcement complaints, dispatch to officers to investigate occurrences.
- Assist with compiling statistical data and preparing routine and special reports.
- Follow up on all enforcement related documents in accordance with established procedures.
- Answer and respond to telephone, email and counter inquiries involving Municipal Law Enforcement issues.
- Responsible for drafting memos, reports, letters, information and summonses and various other documents.
- Responsible for processing AMPS penalty notices, notice of impending conviction letters (NIC), unpaid conviction reports (CRC), legal notices, statements of claim, orders to comply, and notices of violation.
- Receives and processes parking permits for municipal lots and dog tags.
- Reconcile AMPS and re-inspection fee revenue, complete necessary forms and reports.
- Handle confidential and sensitive information in a discreet and professional manner.
- Assisting Officers by scheduling inspections and following up with confirmations.
- Assist with the development and standardization of departmental policies and procedures.
- Coordinates and works to ensure that physical, electronic records and information are retained, archived or disposed of in accordance with established procedures, records management policy, and applicable legislation.
- Promotes a high standard of customer service to the public as well as to all internal/external stakeholders.
- Maintains inventory of office supplies, operates and coordinates maintenance and repair of printer, photocopier, fax machine.
- All other duties as assigned.
EDUCATION, SKILL AND KNOWLEDGE
•Post-secondary diploma from a recognized community college in Office Administration, Public Administration, Police Foundations, or a related field.
•Minimum of two (2) years of relevant administrative experience, preferably in amunicipal or enforcement environment.
•Previous municipal administrative experience is considered an asset.
•Demonstrated proficiency with Microsoft Office Suite; experience with DocuPet,Citywide, and Keystone is an asset.
•Strong organizational and written communication skills; ability to manage confidential information with discretion.
•Excellent oral and written communication skills to assist with the preparation of reports.
•Ability to prioritize tasks, manage time effectively, and meet deadlines.
•General understanding of the Provincial Offences Act, Municipal Act, MunicipalFreedom of Information and Protection of Privacy Act and related regulations.
•Class “G” drivers’ licence in good standing.
•Demonstrates Corporate values of customer service excellence.
•Adhere to safety standards in accordance with the Occupational Health and Safety Act and municipal policies.
WORKING CONDITIONS AND PHYSICAL DEMANDS
•Physical ability to climb stairs, kneel, bend and walk.
•Standard office environment with occasional need to adapt to fast-paced orstressful situations.
•Work involves mental and visual concentration with frequent interruptions andoccasional verbal abuse encountered by residents regarding a complaint both inperson and during telephone calls.
•Must be able to deal effectively and courteously with the public.
•Excellent organizational, interpersonal, filing, accuracy skills.
•May be required to work outside of normal hours to support certain functions.
•The role requires 100% on-site presence and is not eligible for remote workarrangements.
•Position works in an open space office with individual cubicles, exposesemployees to common ambient noise generated by music, conversations, staffinteractions, and client interactions.
Job Type: Part-time
Pay: $30.02-$35.32 per hour
Expected hours: 25 per week
Benefits:
- Employee assistance program
Application question(s):
- Do you understand the geographic location of Shelburne, Ontario?
- Do you have any Post-secondary diploma from a recognized community college in Office Administration, Public Administration, Police Foundations, or a related field?
- Do you have a Minimum of two (2) years of relevant administrative experience, preferably in a municipal or enforcement environment?
Work Location: In person
Application deadline: 2025-08-20
Expected start date: 2025-09-22