Temporary Administrative Assistant 6 (up to 6 months)

Competition number: 26-019

Salary: $66,550.00 - $73,288.00/Year

Job Type: Temporary Full Time

Closing Date: March 11, 2026

Position Overview:

Reporting to the Manager, Customer Service & Operations in Growth and Community Services, the position is responsible for a variety of administrative duties to provide the necessary support to the management team, front-line customers, Council Committees, as well as all departmental staff. The position is primarily responsible for providing front-line support to customers and support to the various programs and services delivered by the Service area, ensuring services are being provided in an efficient manner and processes are meeting service area targets.

Key Result Areas:

• Ensures the efficient and effective operation of the ONE Stop Shop front counter by:
  • Receiving, directing, and screening visitors, telephone calls, and email inquiries while providing a high quality of customer service to ensure a timely response to service area requests.
  • Intake of various permit applications and processing of various Departmental development applications, fees, and deposits, providing cross-service area support for all aspects of the One Stop Development Shop.
  • Reviewing, inputting data for various Departmental applications, and tracking applications through the approvals process. Consults with the technical team on front counter inquiries.
  • Updating and maintaining database and filing systems (paper and digital) for all services related to the department.
  • Ensuring all external communications are monitored and updated as required, including voicemail, email inboxes, website, and photo libraries.
  • Acting as a back-up for other Administrative Assistants in the Department on an as-required basis.
• Supports the Commissioner, Deputy Commissioner, and Departmental Committees of Council including the Planning Advisory Committee and Heritage Development Board, often outside of core office hours, by providing essential administrative support by:
  • Organizing, attending, taking minutes, preparing, and distributing agenda packages and ensuring follow-up.
  • Performing online or other research undertakings to support the management team and right to information requests.
  • Composing and/or typing a variety of correspondence, memorandums, reports, and presentations on behalf of the Department's service areas.
  • Providing support as required to quality control, formatting, and timely submission of Departmental reports and bylaw amendments to Council or Committees of Council.
  • Preparing service area reports related to development activities, service area targets, and other service area functions including but not limited to revenue generation, economic development, and intergovernmental affairs.
• Ensures legislative requirements are being met with respect to planning and development processes by:
  • Handling public notice requirements and advertising.
  • Preparing mailing lists for legislatively required Departmental notifications and mail-outs and correspondence related to compliance matters.
  • Updating and maintaining spreadsheets for Departmental grant programs including but not limited to Heritage Program Grants and Development incentive grants and the release of grant monies.
• Assists with the development and implementation of Service area or corporate engagement with the public, clients, stakeholders, partners, and/or City staff by:
  • Providing support on engagements including coordination of schedules, meeting rooms and venues, advertising, agenda preparation, catering, and meeting organization.
  • Attending meetings, often required outside of core office hours, to support effective meeting operations.
  • Preparing and keeping updated promotional and customer service communications on behalf of the Department.
• Provides budget administration support and payroll support by:
  • Entering purchase/contract requisitions and receivers into the system and preparing payment vouchers.
  • Preparing requests for invoices, balances, and requests for replenishment for petty cash and verifying individual corporate card purchases.
  • Providing payroll administrative support including input of payroll time entry.
  • Assisting with the preparation of the annual budget.
  • Compiling data from diverse sources for annual presentations to Common Council, service-based budget, and annual reports.

Essential Qualifications:

• Certification: A proficiency and level of knowledge in Microsoft Office Systems.
• Education: A diploma in Business Administration from the New Brunswick Community College, Business Certificate 1 and 2 from the University of New Brunswick, or an equivalent program is required.
• Competencies: The position requires strong customer service skills and experience, excellent communication skills both verbal and written, and proven ability to work in a fast-paced and demanding public-facing environment.
• Experience: A minimum of one year of experience in a similar role is required.

The successful applicant may be eligible to participate in a Flexible Time Options Program which includes the option of working a 4 or 5-day work week, subject to business requirements.

Equal Opportunity Employer:

We are an Equal Opportunity Employer. We are committed to building a workforce that reflects the diversity of the communities in which we live and which we serve. We encourage and support applications from Indigenous persons, persons with disabilities, and members of visible minority groups. Candidates who belong to such groups, who are qualified, will be given preference at the time of selection.

Applications will be accepted through our online system only. Qualified applicants should submit their cover letters and resumes to:

City of Saint John
Attn: Hiring Committee
www.saintjohn.ca (careers)

Only those applicants being considered further will be contacted.