Summary of Duties:

Reporting to the Manager I, Purchasing Operations or designate the Procurement Assistant provides support to the Division:  Inputs information to the Corporate Document Management Systems; performs receptionist duties; and provides administrative secretarial assistance.

Work Performed:

• Receives visitors. Directs and/or responds to phone and e-mail enquiries.  Processes mail.
• Inputs, updates, sets-up and maintains contract records on the Financial System.  Inputs, updates and maintains contract records for the City in document management system. Provides the expiring contract lists for review and updating by the Managers and Procurement Officers and Specialists.
• Processes accounts payable vouchers.
• Formats various documents and ensures necessary protocols are followed for submissions to Committee and Council, as required.
• Coordinates, formats, and proofs advertisements for accuracy for all Request for Tender advertisements by the required deadline.  Liaises with the appropriate publishers to ensure the advertisements are correct.
• Prepares and updates monthly report on contracts and files regarding upcoming expiration and pending renewals.
• Provides ordering services for Divisional stationery requirements.
• Maintains records of bids for Municipal Benchmarking Network (MBN) Canada data call; provides follow-up to obtain required documentation and prepares files for incoming year.
• Employs efficient and effective clerical procedures to support Divisional processes.
• Performs related duties as assigned.

Qualifications:

Completion of a one-year Certificate in Office Administration or equivalent.

Experience:

Six months of related experience is required.

Specialized Training & Licenses:

Skills and abilities in the following areas are necessary:

Demonstrated effective customer service skills.

Demonstrated proficiency in JD Edwards, MS Office Suite (Word, Excel, Outlook, Sharepoint) and various software.

Compensation & Other Information:

$41,266 - $60,415 (Level 7)

This posting is for one (1) temporary full-time up to 1 year position.

Current hours of Work: Monday - Friday from 8:30 a.m. to 4:30 p.m.

Work Arrangement: Hybrid. Subject to change in accordance to business requirements.

These hours of work are subject to change in accordance with the Collective Agreement and may include evening hours and Saturdays.

NOTE: Applicants may be required to complete a job related test.

Police Record Check:

The successful candidate will be required to complete a Criminal Record Check.