Transportation Services Assistant Permanent Full-Time

Join us and help make a difference! At Grey County we work together to deliver essential public services that meet the needs of our communities. Grey County isnt just a great place to live; its also a great place to work!

We are proud to offer competitive wages and an attractive total compensation package. We support learning and continuous employee development and champion career progression for our employees. We value worklife balance so you can make the most of your career at Grey County while making the most of your life in Grey County!

Applications will be accepted until Tuesday March 25 2025 at 11:59 p.m.

Purpose

To provide financial and clerical support to the Transportation department. This will include providing financial accounting support receptionist and clerical duties and general assistance to the department.

Responsibilities

Administrative Support to the Operations and Engineering Divisions

• Provide support to the Operations and Engineering divisions through responsibility for production of correspondence presentations meeting arrangements etc.
• Maintain and promote professionalism and confidentiality when dealing with matters relating to Grey County.
• Prepare agendas and record minutes of the meetings as required.
• Review and proofread correspondence and documents to ensure they are error free.
• Responsible for filing and retrieving documents.
• Responsible for coordinating course registration and accommodations for all union staff.
• Assist with the preparation of winter maintenance training materials.
• Answer inquiries efficiently and professionally from County employees the public outside agencies and elected officials.
• Enter service requests into the computerized system assigning requests to the appropriate team. Gathers responses and communicates response if required. Drafts response letters for review by Manager or Director
• Responsible for updating Municipal 511.
• Provide backup support to Administrative Assistant as required.
• Other duties as assigned.

Permit Administration

• Administer permits (ie. oversize loads entrance encroachment and adoptahighway).
• Receives payments and submits to the Finance Department for processing.
• Reviews permits for completeness tracking and filing permits.
• Contact applicants if missing or incorrect information.

Payroll

• Responsible for payroll administration of union and nonunion staff ensuring accuracy and confidentiality in compliance with County policy and the collective agreement.
• Input balance and assign work orders payroll codes employee rates and premiums for regular and special payroll transactions.
• Review biweekly inputs to the payroll program that tracks employee vacation time sick time and lieu time. Calculate vacation entitlement and payout for unionized staff for review by Human Resources.
• Assist employees who require information and assistance concerning their pay and entitlements.
• Calculate union seniority and prepare the list for posting in accordance with the collective agreement.

Accounts Receivable

• Compile expenses to be invoiced from various sources and enter into financial software ensuring prompt invoicing to customers and local municipalities.
• Follow up with customers and local municipalities regarding late payments.

Working Conditions

Hours of work are based on 35 hours per week. Overtime may be required on occasion.

Work is subject to regular deadlines constant interruptions and is carried out in a public office environment.

Contacts
Internal Working Relationships
Internal relations with departmental staff of the County of Grey as required.

External Working Relationships
External working relationships with the public consultants contractors suppliers repair personnel.

Knowledge and Skill

• Twoyear Business Administration diploma in General Business Administration or Accounting.
• Strong knowledge of office operations and technology including computer technology. Proficiency working with MS Office Suite
• Must have an understanding of accounting principles.
• Excellent communication skills both verbal and written
• Good organizational attention to detail and coordination skills; ability to work calmly under the stress of conflicting deadlines and assignments
• Ability to work independently as well as part of a team

Impact of Error

Accounting clerical and computer errors would disrupt finance and accounting systems that support roads maintenance. Errors could be traced and corrected with time and duplication of effort.

Errors in miscommunication or breach of confidentiality could result in unfavorable relationships between staff council other government agencies and the public with possible liability to the County.

Grey County is proud to be an equal opportunity employer and promotes a culture of respect where all team members are valued for their unique talents knowledge and lived experiences.

Accommodations are available for all parts of the recruitment process. Applicants are encouraged to outline accommodation needs when submitting their application. If alternate methods of application are required candidates can email

While we thank all candidates for their interest only those selected for an interview will be contacted.

Any personal information submitted will be managed in accordance with the requirements of the Municipal Freedom of Information and Protection of Privacy Act and will be used only to determine eligibility for employment.

Based on the nature of the position preemployment screening may be required including but not limited to; Criminal Record Searches Financial Credit Inquiries; Educational and Credential Verification; Drivers Abstracts; Drug/Alcohol Testing; PreMedical Testing and Investigative Employment References.