Administrative Assistant, Public Works - City of Pickering - Pickering, ON
(2011-05 - 2026-05)
Provided senior-level administrative support to the Director, Manager and Public Works management team in a confidential municipal office environment.
- Managed calendars, scheduled meetings and appointments, coordinated travel arrangements and supported day-to-day departmental operations, including regular use of Teams for meetings, correspondence and calls.
- Prepared, formatted, proofread and coordinated correspondence, reports, confidential documents and Reports to Council using eScribe for management review and submission.
- Assisted with the department's labour relations functions through complaint tracking, setting up grievance files and arranging grievance meetings according to timelines outlined in the relevant collective agreement; attended meetings, recorded minutes, typed and distributed responses under appropriate signature.
- Screened and responded to telephone calls, public inquiries, complaints, staff requests and external agency communications using discretion and diplomacy.
- Prepared agendas, attended meetings, recorded minutes, tracked follow-up items and distributed responses under appropriate signature.
- Maintained confidential records, grievance files, labour relations documentation, attendance records, vacation, sick time and lieu time records.
- Supported budget preparation, statistical reporting, operating reports, payroll submissions and other financial or administrative tracking.
- Successfully obtained federal grant funding for student staffing initiatives through preparation and submission of funding applications meeting Federal priorities.
- Assisted with procurement processes by preparing, tracking and circulating RFPs, tender documents, addenda and related materials.
- Coordinated departmental filing, records management, outgoing mail, Adobe forms, requisitions, employee action notices and internal administrative processes.
- Used Microsoft Office, Outlook, Teams, SharePoint, Adobe and eScribe to support reporting, scheduling, document management and communication.
Clerk, Municipal Property & Engineering - City of Pickering - Pickering, ON
(2005-08 - 2011-05)
Investigated and tracked service requests in coordination with municipal staff, senior staff, Members of Council and external agencies.
- Prepared routine correspondence to residents in response to concerns, inquiries and service-related issues.
- Prepared agendas, attended meetings, recorded minutes and distributed meeting notes and follow-up materials.
- Maintained and updated computerized tracking systems, compiled reports and statistics and supported records management processes.
- Provided administrative support to the Customer Care Centre and the Office of the Chief Administrative Officer.
- Created, formatted and typed correspondence, reports and other documents while maintaining confidentiality and accuracy.
- Updated the City knowledge database and supported website content management.
Administrative Assistant to the President and CFO - Gandalf Graphics Limited (Adanac)
(1991-12 - 2005-07)
Provided senior-level administrative support to the President, CFO and senior managers in a confidential office environment.
- Managed and coordinated the President's business schedule by arranging meetings, appointments and travel arrangements to avoid scheduling conflicts and meet business timelines.
- Prepared correspondence for job submissions, tenders and confidential quotes, ensuring documents were properly formatted, typographically correct and complete prior to submission.
- Developed, managed and maintained records, resources and filing systems to support office operations and confidential documentation.
- Provided backup support to the customer service department by entering dockets, opening folders and coordinating client files and job requests through to the production department.
- Managed accounts receivable duties including collections, statements and sub-ledger analysis using the Logic System.
- Prepared invoices, journal entries, cash receipts, bank deposits, payroll cheques and related financial documentation.
- Entered and submitted employee time sheets, maintained attendance, vacation and sick-day records, and generated payroll and administrative reports while exercising confidentiality.
- Calculated and reconciled commissions for sales staff; prepared orders for stationery supplies and tracked office inventory levels for all departments.
Cash Office Manager and Keyholder for Flagship Store - Fairweather Eaton Centre
(1987-08 - 1991-01)
- Scheduled staff for all departments and prepared daily break schedules to support store operations.
- Prepared daily cash deposits and bank reconciliations with attention to accuracy and supporting documentation.
- Calculated weekly payroll hours and submitted payroll information through ADP.
- Coordinated weekly meetings with the head office buying department regarding fast-moving merchandise and operational updates.
- Provided cashier and customer service support as required in a high-volume flagship retail environment.
