WelcometoSSM · 6 hours ago
Infrastructure & Capital Development Administrator
Sault Ste. Marie, MI
Full-time
Onsite
Entry Level
$69K/yr - $82K/yr
2+ years expThe District of Sault Ste. Marie Social Services Administration Board is seeking an Infrastructure & Capital Development Administrator. This position provides comprehensive administrative support to the Infrastructure & Capital Development team, focusing on capital project planning, reporting, and stakeholder communication.
Civic & Social Organization
Responsibilities
Provide day-to-day administrative support to the Infrastructure & Capital Development team, including correspondence, filing, and document control
Coordinate calendars, meetings, site visits, and project-related appointments; prepare agendas, minutes, and action logs
Draft, format, proofread, and distribute reports, briefing notes, letters, and presentations
Maintain organized electronic and hard copy filing systems in accordance with DSSAB record retention requirements
Assist with administrative aspects of capital projects, including tracking project documentation, contracts, change orders, and approvals
Support procurement and contract administration processes in accordance with DSSAB policies and applicable legislation
Coordinate communication between project team members, consultants, and external partners
Assist with financial administration related to capital projects, including purchase requisitions, invoice processing, and payment tracking
Maintain spreadsheets and databases to track project budgets, expenditures, and commitments
Support the preparation of funding claims, audits, and reporting to provincial and federal funding bodies
Reconcile records and flag discrepancies for review by management
Ensure work is completed in compliance with DSSAB policies, procedures, and applicable legislation (e.g., procurement, privacy, and accessibility requirements)
Handle confidential and sensitive information with discretion and professionalism
Support accessibility and customer service standards when interacting with the public and stakeholders
Provide reception or back-up administrative support as required
Participate in team meetings and contribute to continuous improvement of administrative processes
Qualification
Required
Provide day-to-day administrative support to the Infrastructure & Capital Development team, including correspondence, filing, and document control
Coordinate calendars, meetings, site visits, and project-related appointments; prepare agendas, minutes, and action logs
Draft, format, proofread, and distribute reports, briefing notes, letters, and presentations
Maintain organized electronic and hard copy filing systems in accordance with DSSAB record retention requirements
Assist with administrative aspects of capital projects, including tracking project documentation, contracts, change orders, and approvals
Support procurement and contract administration processes in accordance with DSSAB policies and applicable legislation
Coordinate communication between project team members, consultants, and external partners
Assist with financial administration related to capital projects, including purchase requisitions, invoice processing, and payment tracking
Maintain spreadsheets and databases to track project budgets, expenditures, and commitments
Support the preparation of funding claims, audits, and reporting to provincial and federal funding bodies
Reconcile records and flag discrepancies for review by management
Ensure work is completed in compliance with DSSAB policies, procedures, and applicable legislation (e.g., procurement, privacy, and accessibility requirements)
Handle confidential and sensitive information with discretion and professionalism
Support accessibility and customer service standards when interacting with the public and stakeholders
Provide reception or back-up administrative support as required
Participate in team meetings and contribute to continuous improvement of administrative processes
Demonstrate effective communication skills, consistently exercising tact and diplomacy in all interactions
Ability to interpret procedures, policies, and government correspondence, supported by advanced knowledge of computerized processes and applications
Strong time management and organizational skills are essential, along with a high level of accuracy, attention to detail, and professionalism
Intermediate proficiency in the Microsoft Office suite, including Outlook, Word, Excel, and PowerPoint
Ability to work both independently and collaboratively within a multidisciplinary team
Diploma in Office Administration, Business Administration, or a related field, or an equivalent combination of education and experience
2 years of progressive administrative experience, preferably in a public-sector, construction, engineering, or capital development environment
A valid Ontario driver's license and a vehicle available for use on the job
Preferred
Experience supporting capital projects, procurement, or financial administration is considered an asset
Ability to communicate in both official languages is considered an asset
Company
WelcometoSSM
Sault Ste. Marie defines work, life balance & affordability in a welcoming, urban setting with quick access to outdoor adventure.
1001-5000 employees
Funding
Current Stage
Late StageCompany data provided by crunchbase