Customer Service and Administrative Support Representative

Summary

Under the supervision of the Treasurer, the incumbent serves as the first point of contact for visitors. They provide high-quality customer service, perform a variety of administrative duties, and support the efficient day-to-day operations of the department, including processing payments and managing office supplies.

Main Responsibilities

Customer Service and Reception

• Greet residents, visitors, and customers in a courteous and professional manner, assess their needs, and direct them to the appropriate department or staff member.
• Answer incoming telephone calls, take messages when required, and route inquiries to the appropriate departments.
• Provide general information regarding the Municipality's programs, services, by-laws, facilities, and procedures.
• Receive, record, and forward inquiries, complaints, requests, and reports to the appropriate departments.
• Follow up on selected requests in accordance with established procedures.
• Maintain a professional reception area and ensure that public forms, documents, and informational materials are available and up to date.
• Perform other related duties as assigned.

Payment Processing

• Receive payments for property taxes, municipal services, and other accounts at the customer service counter using authorized methods of payment.
• Issue receipts and ensure the accuracy of transactions and data entry.
• Prepare bank deposits and reconcile the daily cash float in accordance with established procedures.
• Maintain the confidentiality of personal information in compliance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).
• Balance the cash float on a regular basis and maintain accurate records.
• Adhere to established internal procedures for cash handling and the safeguarding of funds.
• Perform other related duties as assigned.

Office Supplies and Logistics

• Monitor office supply and equipment inventory levels and ensure adequate stock is maintained.
• Order, receive, and distribute office supplies and equipment.
• Ensure the proper operation of office equipment and coordinate service calls and maintenance as required.
• Perform other related duties as assigned.

Administrative Support

• Contribute to the efficient day-to-day operations of the municipal offices.
• Receive, sort, distribute, and process incoming and outgoing mail, courier packages, faxes, and the Municipality's general email correspondence.
• Prepare regular and special mailings.
• Manage bookings for the Council Room.
• Perform word processing, data entry, physical and electronic filing, and a variety of administrative support duties.
• Maintain and update lists, databases, directories, and administrative records.
• Prepare, format, and edit administrative documents, forms, letters, and correspondence.
• Perform other related duties as assigned.

Qualifications and Requirements

Education

• High school diploma – Training in office administration is considered an asset.

Experience

• 2 to 3 years of experience in a similar position

Certification /Accreditation

• N/A

Specific Knowledge

• Excellent oral and written communication skills in both French and English.
• Proficiency with computer systems and office software applications, including Microsoft Office Suite (basic Excel skills, advanced Word skills, Teams, etc.).

Abilities

• Excellent customer service skills.
• Strong sense of integrity, honesty, and attention to detail, particularly when handling cash transactions.
• Strong organizational skills, ability to work independently, and attention to detail.
• Ability to multitask, manage competing priorities, and adapt to changing demands.
• Sound judgment, analytical skills, and the ability to appropriately direct inquiries.
• Discretion, professionalism, and respect for confidentiality.
• Initiative, resourcefulness, and adaptability.
• Ability to resolve problems and handle sensitive situations with tact and professionalism.
• Ability to work effectively in a fast-paced environment with frequent interruptions.
• Strong team player with the ability to collaborate with various departments.

Working Conditions

Physical Requirements

• Moderate

Work Environment

• Handle inquiries and complaints from visitors, both in person and by telephone.
• May occasionally be required to lift boxes weighing approximately 5 kg.

Details

Hours

• 35 hours per week

Compensation

• Pay Rate: $26.93 per hour 

Benefits

• Comprehensive benefits package
• OMERS pension plan
• Employee Assistance Program (Dialogue)

Location

• Casselman

Start Date

• September 28, 2026

Additional Requirements

A criminal record check must be provided upon hire.