Contracts Assistant - City of Mississauga, Mississauga

Key Duties

As a Contracts Assistant with the City of Mississauga, you will provide crucial contract administration, procurement, financial, and administrative support. This role is integral to the smooth operation of traffic management and municipal parking projects, assisting teams with day-to-day tasks and process improvements to enhance operational efficiency.

• Review, verify and process invoices and progress payment certificates.
• Monitor and track purchase orders and blanket orders for the supply of goods and services.
• Prepare, monitor and track recoverable work for division projects.
• Maintain up-to-date files relating to payment backup information, budgets and statistical data.
• Assist with procurement activities by preparing tender documents, schedules, evaluation packages and maintaining procurement records in accordance with corporate policies.
• Assist with inventory control.
• Assist with motor vehicle collision claims and cost recovery activities.
• Assist internal and external stakeholders with payment and contract administration inquiries.
• Provide administrative support including preparation of correspondence, reports, forms, minutes and emails.
• Provide administrative support and assist with process improvements to enhance operational efficiency.
• Provide administrative support in preparation and processing of corporate reports.
• Maintain database of Traffic Management and Municipal Parking Agreements.
• Act as back-up for the Division Administration Coordinator.
• Perform other duties as assigned or required.

Who We're Looking For

The ideal candidate for this Contracts Assistant role brings a strong background in administration and a keen eye for detail. We are seeking an individual with proven experience in contract administration and financial processes, particularly those familiar with a municipal environment like the City of Mississauga, who can effectively support a broad range of stakeholders.

• Post-secondary education in Business /Accounting or a related field is required.
• Minimum 3 years of experience with administration of contract documents, material management and accounts payable/receivable processes or an equivalent combination of education and experience.
• Experience in a municipal environment is an asset.
• Experience with administration of construction and maintenance contracts is preferred.
• Superior customer service and conflict resolution skills.
• Strong organizational skills with the ability to manage competing tasks.
• Proficiency in Microsoft Office applications (Word, Excel, and PowerPoint) and experience using INFOR Public Sector, eScribe and SAP software.
• Proven ability to work with a broad range of stakeholders, including internal staff, contractors, vendors and consultants.
• Excellent interpersonal, communication (verbal and written) skills are required.
• Demonstrated ability for attention to detail and accuracy.
• Demonstrated ability to effectively work independently and in a team environment.

About the City of Mississauga

The City of Mississauga is a leading employer dedicated to serving its vibrant community. As an organization, we are committed to fostering a respectful and supportive workplace that embraces equity, diversity, and inclusion, reflecting the rich tapestry of residents we serve. We strive to attract, retain, and support the growth of diverse talent throughout the employee life cycle.

The City of Mississauga is an Equal Opportunity Employer, committed to removing barriers in the selection process for individuals with visible and invisible disabilities. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, the City will provide accommodations throughout the recruitment, selection, and/or assessment process to applicants with disabilities.

Perks and Benefits

This permanent position with the City of Mississauga offers a competitive annual salary and the flexibility of a hybrid workplace model. Join a supportive environment where your contributions to municipal projects are valued, and where equity, diversity, and inclusion are actively fostered.