Assistant, Contracts

Job Summary

Reporting to the Manager of Streetlighting and Projects, this role involves providing essential support in contract administration, procurement, financial management, and general administrative tasks for traffic management and municipal parking initiatives. The position supports the daily operational needs of the teams.

Key Responsibilities

• Review and validate invoices and payment progress certificates.
• Track and manage purchase and blanket orders for goods and services procurement.
• Prepare and monitor recoverable work associated with division projects.
• Maintain comprehensive and current files for payment documentation, budgets, and statistical information.
• Assist with procurement procedures by developing tender documents, schedules, evaluation materials, and maintaining records per corporate policies.
• Support inventory management operations.
• Assist with processing motor vehicle collision claims and related cost recoveries.
• Address internal and external inquiries regarding payments and contract administration.
• Provide administrative assistance including drafting correspondence, reports, forms, meeting minutes, and email communication.
• Contribute to process improvements to boost operational effectiveness.
• Support preparation and processing of corporate reports.
• Maintain the database for Traffic Management and Municipal Parking Agreements.
• Serve as backup to the Division Administration Coordinator.
• Perform additional duties as assigned.

Qualifications and Skills

• Post-secondary education in Business, Accounting, or a related field.
• At least three years experience handling contract administration, material management, and accounts payable/receivable processes, or equivalent education and experience.
• Municipal experience is an advantage.
• Familiarity with managing construction and maintenance contracts preferred.
• Exceptional customer service and conflict resolution abilities.
• Strong organizational aptitude to manage multiple competing priorities.
• Proficient in Microsoft Office (Word, Excel, PowerPoint); knowledge of INFOR Public Sector, eScribe, and SAP is beneficial.
• Ability to collaborate effectively with a diverse range of stakeholders including staff, contractors, vendors, and consultants.
• Excellent verbal and written communication skills.
• High attention to detail and accuracy.
• Adept at working independently as well as part of a team.

Compensation and Work Conditions

• Annual salary ranges between $62,228 and $82,974.
• 35-hour work week.
• Work location: Mavis Yard - Common Building, Mississauga, Ontario, Canada.
• Workplace setting includes hybrid arrangements.
• Position is non-union.

Additional Information

The City of Mississauga incorporates equity, diversity, and inclusion principles throughout its operations, aiming to reflect the communities it serves. Accommodations are available during the recruitment process for applicants with disabilities pursuant to relevant legislation. The City is committed to creating an inclusive and respectful workplace.

Note: Artificial intelligence may be used during candidate sourcing and screening but not for final hiring decisions. Only shortlisted candidates will be contacted.