Careers

The Corporation of the County of Haliburton is currently recruiting for four (4) Temporary Receptionist/Administrative Assistants. Contracts are expected to run current to September 2025.

Reporting to the Executive Assistant, the Receptionist/Administrative Clerk provides a welcoming experience for all in-person and phone inquiries. This position is responsible for maintaining office supply inventories, coordinating deliveries, and coordinating room, facility and transportation bookings. In addition, this position provides a range of clerical support. The hourly rate for this unionized CUPE 1960 position is $26.09.

Visit https://www.haliburtoncounty.ca/en/county-office/careers.aspx to review detailed job descriptions. Please submit a detailed resume indicating which position you are applying to and your relevant skills and experience no later than June 10, 2025. Please send your resume to:

Sarah Hume, Human Resources Manager

shume@haliburtoncounty.ca

We thank all who apply for this position; however only those selected for an interview will be contacted. The interview evaluation process may include a practical component.

The County of Haliburton is an equal opportunity employer. Accommodation can be provided in all steps of the hiring process. For accommodation options and to ensure full and equal access during the recruitment and selection process, contact Human Resources.

In accordance with the Municipal Freedom of Information and Protection of Privacy Act, the information gathered will be used solely for the purpose of job selection.

POSITION SYNOPSIS AND PURPOSE

Reporting to the Executive Assistant, the Receptionist/Administrative Clerk provides a welcoming experience for all in-person and phone inquiries. This position is responsible for maintaining office supply inventories, coordinating deliveries, and coordinating room, facility and transportation bookings. In addition, this position provides a range of clerical support.

MAJOR RESPONSIBILITIES

Reception Duties (40%)

• Manage Administrative and Roads switchboards, including but not limited to responding to incoming telephone calls and redirecting calls to the appropriate staff person/municipality.
• Primary reception as required.
• Coordinate all incoming and outgoing courier and delivery services.
• Maintain inventory of office supplies and coordinate orders.
• Coordinates room, facility and transportation bookings.
• Other duties as assigned.

Clerical Duties (60%)

• Coordinate maintenance of office equipment including photocopier, fax machine, phone system, shredder, and provide one-on-one training to all staff in the operation of same.
• Provide administrative back-up for the scheduling and maintenance of the County van.
• Provide clerical support as required.
• Gathers and prepares data and information for planning studies and reports.
• Coordinates meetings with departmental staff, other departments, developers and agencies as needed.
• Prepares agendas, spreadsheets, minutes of public meetings and open houses related to County initiated planning activities, as required under the Planning Act.
• Prepares and reviews letters for and by the Director.
• Responsible for the receipt, date stamping and distribution to appropriate staff, of Notices from municipalities and applications made to the County.
• Prepares Notices as required by the Planning Act for applications, packages circulation of Notices as required by the Planning Act for applications. Receives, date stamping and distribution to appropriate staff of correspondence related to applications.
• Packages application circulation packages including supporting information as directed, with accuracy and in a timely manner under within legislated timeframes.
• Communicate and liaise verbally and in writing between visitors/enquirers and relevant staff and responds to spoken requests over the phone or in person and to verbal or written instruction.
• Monitor the County website and recommend updates to the Director.
• Photocopy documentation and reports as required and requested.
• Responsible for filing of general correspondence.
• Assist as required in the preparation of submission packages to the Ontario Municipal Board and evidence packages/binders for the Director of Planning.
• Receive incoming mail and distribute to appropriate staff.
• Other duties as assigned.

*Note: All activities are expected to be performed in a safe manner, in accordance with the Occupational Health and Safety Act and its Regulations, along with Corporate Safety policies, procedures and programs. In addition, all necessary personal protective equipment must be used and maintained in good condition.
DECISION MAKING AND INDEPENDENCE
a) 3 examples of the types of decisions that are made or issues/situations that are dealt with on a regular basis and how judgement is used to resolve them:

1. Respond to incoming calls and redirect to proper individual/municipality.
2. Coordinate courier delivery and pickup.
3. Maintain office supply inventory and coordinate orders.

b) 3 examples of situation or problems that are referred to the supervisor for direction or resolution:

1. Monitor changes to Planning, Land Division, GIS components of website.
2. Prepare notices for Planning Act applications.
3. Package applications circulation packages to outside agencies.

REQUIRED TRAINING
Orientation which includes:

• All Corporate Policies/Procedures
• WHMIS GHS Training
• Respect in the Workplace
• MOL Worker H & S Training
• AODA

Additional training required:

• Primer on Planning

MINIMUM QUALIFICATIONS
a) Education

• Secondary school diploma

b) Experience

• 1 year of related administrative experience preferably in a municipal environment.

c) Knowledge/Skill/Ability

• Proficiency with Microsoft Word, Excel, Outlook, Access and Power Point.
• Knowledge of GIS applications, preferably ESRI.
• Ability to operate office equipment and current computer technology.
• Excellent oral and written communication skills.
• Good interpersonal skills, strong customer service skills, telephone etiquette and the ability to remain calm and courteous when dealing with members of the public.
• Good ability to work independently.
• Excellent literacy skills.
• Ability to multi-task in a fast paced and demanding environment.
• Ability to follow directions related to Planning Act, Municipal Act and related Ontario Regulations and Orders requirements and County policies and procedures.
• Must be able to maintain confidentiality.
• Ability to work within legislated timeframes.
• Establish and maintain effective working relationships with co-workers, supervisors, members of Council and the general public.
• Ability to focus on tasks despite frequent interruptions.

PREFERRED QUALIFICATIONS (asset)

• Primer on Planning

COMPETENCE
Competence should be achieved by a new person in less than one (1) year.
POSITION CLASSIFICATION
Position Title: Receptionist/Administrative Clerk
Department:
Work Location: Administrative Building
Reports to (Direct): Executive Assistant
Position(s) Supervised Directly:
Position(s) Supervised Indirectly:
Effective Date: June 2025
Revision Date: June 2025
Salary Range: As per the collective agreement
Hours Per Week: 8:30am – 4:30pm, minimum 35 hours per week