Administrative Assistant at Public Works

Responsibilities 

• Receives and screens calls, notes information for follow-up or action according to priorities, provides relevant information or refers to appropriate person or department; 
• Receives department mail, selects documents according to importance and distributes them according to instructions; 
• Manages requests entered by reception in the request software and distributes them to the right department. If necessary, creates new requests in the software. 
• Manages the department's invoices by coding them. Checks delivery notes and purchase orders and associates them with invoices. Distributes invoices for final approval. 
• Corrects, proofreads and formats various documents including: letters, quotes, bid analyses, tables, press releases, public notices, memos, etc; 
• Participates in and maintains inventories and controls of materials, equipment and spare parts for the public works department; 
• Supports the Assistant General Manager with the preparation of specifications, technical estimates, budget estimates and analysis reports as required; 
• Completes reports, lists, statistics, conducts research as needed; 
• Develops and maintains records, filing systems, registers, schedules, files, directories. Takes steps or carries out research to complete data relating to these files, and ensures follow-up; 
• Prepares, compiles, completes and draws up lists, tables, statistics and performs the necessary calculations; 
• Receives requests from citizens for residual materials and follows up complaints with the contractor when required. 
• Assists and collaborates in the management of complaints and maintains good relations between citizens and the various components of the department; 
• Collaborates with other team members to ensure the smooth running of services; 
• Collects employee timesheets on a weekly basis, validates them and forwards them to the manager for authorization; 
• Performs data entry and transmits reports to government authorities in department files; 
• Coordinates the agendas of immediate superiors; 
• Participates in the optimization of the work processes; 
• Participates in department meetings, when required 
• Carries out any other assignments at the request of his or her immediate superior.

Qualifications 

• D.C.S. in office management; 
• Minimum 2 years' relevant experience in a similar position; 
• Excellent knowledge of French and English, both spoken and written; 
• Strong skills in Microsoft Office suite, more specifically Outlook, Word and Excel;

Skills and Aptitudes 

• Excellent organizational and planning skills; 
• Versatility and flexibility; 
• Focus on customer service and results; 
• Sense of courtesy; 
• Discretion; 
• Impeccable professional ethics.

Work Schedule 

• Replacement for a maternity leave of +/- 12 months (August 2025 to August 2026); 
• 35-hour work week, over a 4.5-day period; 
• Dynamic and collaborative work environment; 
• Start date: August 4, 2025. 

To be part of the team, apply now by email to rh@lacbrome.ca before May 27, 2025.

We thank all applicants, but only those selected for further consideration will be contacted. The masculine gender is used without discrimination and solely to lighten the text.