Administrative Assistant - Finance

Classification: Regular, Full-Time OPSEU Bargaining Unit

Weekly Hours: 35 hours per week

Number of Existing Vacancies: 1

Closing Date: November 20, 2026 at 4:30 p.m.

Position Summary:

Reporting to the Manger of Revenue/Tax Collector or designate, the Administrative Assistant (Finance) is responsible for providing front line customer service for the Finance Department, as well as performing general administrative duties to support the objectives of the Department.

Duties and Responsibilities:

1. Provides exceptional customer service, including processing of property and municipal accommodation tax payments, general cash receipts, and other tax related inquiries at the front counter.
2. Responds to telephone and email inquiries from residents and businesses and provides general information regarding property and municipal accommodation taxes, as well as the property assessment process.
3. Maintains lawyer correspondence files and prepares tax certificates in accordance with current legislation.
4. Assists with updating and reviewing property ownership records within iCity. Communicates with legal offices and the Municipal Property Assessment Corporation (MPAC) on property matters.
5. Processes mailing address changes upon written request from property owners. Updates civic address upon direction from designated Planning and Development Department staff.
6. Administers bank and mortgage company interest additions and deletions.
7. Records details and tracks disposition of all tax-related mail returned by Canada Post.
8. Assists with preparation of bank deposits.
9. Maintains and updates website content for the Finance Department.
10. Assists the Senior Tax Administrator in processing routine adjustments to the tax roll, including NSF payments, balance transfers, credit balance refunds and the addition of applicable fees and charges.
11. Prepares and issues donation receipts in compliance with Canada Revenue Agency guidelines.
12. Co-ordinates file preparation for properties subject to Tax Registration procedures.
13. Follows all Town policies and procedures and ensures all health and safety regulations are upheld.
14. Provides back-up assistance to other staff in the Finance Department as required, and provides front counter and customer service coverage as required.
15. Maintains files in accordance with the Town’s Records Management By-law, Policies and Procedures and the Electronic Document and Records Management System (EDRMS).
16. Works in a respectful, friendly and courteous manner and communicates effectively with coworkers, supervisors, elected officials, and the general public.
17. Demonstrates a commitment to diversity, equity, and inclusion through continuous learning, modeling inclusive behaviours, and proactively managing bias.
18. Undertakes special projects and performs other duties as assigned in accordance with departmental or corporate objectives.

Qualifications Required:

1. Post-secondary education in Accounting, Finance, Business Administration or related field, or equivalent experience. Completion of, or willingness to complete, the Municipal Tax Administration Program.
2. Minimum one (1) year of progressive, related experience in an office setting. Law Clerk experience or knowledge of real estate transactions, an asset.
3. Working knowledge of Microsoft Office software applications including Excel, Word, Outlook, and SharePoint. Experience using iCity financial software, an asset.
4. Ability to communicate effectively, prioritize tasks, manage deadlines, be detail-oriented and demonstrate exceptional critical thinking skills.
5. Exceptional interpersonal skills including the ability to work effectively in a team environment and to exhibit courtesy, tact and diplomacy in dealing with the public, department officials and other members of staff. Ability to adhere to confidentiality requirements at all times.
6. Good working knowledge of the Occupational Health and Safety Act and WHMIS 2015.
7. Excellent written and verbal communication, administrative, organizational, analytical, problemsolving and time management skills.
8. Ability to provide an acceptable current criminal reference check.
9. Possess the physical ability to perform the essential duties of the job.
10. A valid Class “G” Ontario Driver’s license in good standing and a reliable vehicle to use on corporate business.

Physical Demands and Working Conditions:

1. Extended periods of sitting, computer usage, some climbing of stairs, and may include lifting and moving file boxes and other records weighing up to 40 lbs.
2. Conditions vary from a normal office environment to exposure to dust, and public criticism.
3. Ability to work schedule and shifts as stated. Work outside normal working hours may be required occasionally.