The Sault Ste. Marie North Planning Board (SSMNPB) seeks a highly organized and motivated Administrative Assistant to join our team. This role offers a unique opportunity to support planning services for 31 unorganized townships north of Sault Ste. Marie, Ontario. The region boasts world-class outdoor recreational opportunities, including Lake Superior, inland lakes, and pristine wilderness. Our planning activities primarily focus on cottage construction, resource-related development, and commercial use along the Highway 17 corridor.
Position Overview:
Reporting to the SSMNPB Chair and collaborating with land use planners, the Administrative Assistant will provide clerical and administrative support to the organization while also assisting with communications and public engagement efforts. Responsibilities may be adjusted based on the successful candidate’s skills and career development goals.
Administrative Duties:
•Prepare and organize correspondence, reports, mail, spreadsheets, and files.
•Schedule meetings, conference calls, and events; maintain calendars.
•Respond to public land-use planning inquiries through verbal and written communication.
•Perform intermediate budget tracking, data entry, archiving, and filing.
•Document preparation and distribution.
•Prepare and submit financial reports for fiscal year-end closing, ensuring compliance with government funding requirements and regulatory standards
•Manage Accounts Payable/Receivable, track payments, and liaise with suppliers/vendors.
•Maintain and update Board records, including Board of Directors information, advocacy, and outreach materials.
•Other administrative tasks as assigned.
•Lead or support outreach efforts, including website updates and social media initiatives.
•Contribute to the creation of presentations, graphics, videos, and other multimedia content.
•Support special projects and other communications initiatives.
Education & Experience:
•Diploma or degree in Office Administration, Public Administration, Planning, Geography, Communications, or a related field (Bachelor’s degree preferred).
•Minimum 2-3 years of administrative support experience.
•Experience with land use planning, municipal administration, or the ability to read and interpret legislation is highly desirable.
•Familiarity with municipal processes, zoning, GIS mapping, or policy research is an asset.
Technical Skills:
•Advanced proficiency in Microsoft Office (Word, Excel, Outlook).
•Familiarity with desktop publishing tools (MS Publisher, Adobe InDesign, web platforms) is an asset.
•Experience with municipal filing systems, GIS databases, and project management software is an asset.
•Knowledge of accounting software (preferably Sage Accounting or equivalent).
•Ability to operate office equipment, including photocopiers and fax machines.
Other Skills & Abilities:
•Must have own transportation, as occasional errands for the office may be required.
•Strong interpersonal and communication skills.
•Professionalism and ability to maintain confidentiality.
•Excellent time management and organizational skills.
•Self-starter with the ability to take initiative and work independently.
•Attention to detail and proficiency in basic accounting/mathematics.
•Knowledge of social media marketing strategies and best practices.
•Adaptability to a changing work environment.
Physical Requirements:
•Ability to sit for extended periods and use a computer.
•Some light lifting of office supplies (up to 25 lbs).
How to Apply:
Qualified candidates are invited to submit a cover letter and resume to admin@ssmnpb.ca with the subject line “Administrative Application.”
The Sault Ste. Marie North Planning Board is committed to inclusive hiring practices under the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act, 2005. Please contact us at the above email if you require accommodation during the application process.
We appreciate all applications; however, only those selected for an interview will be contacted.
