SUMMARY

Reporting to the Municipal Performance Director, this frontline ambassador position aims to establish and strengthen the direct relationship between the residents of the City of Dieppe, visitors to City Hall, and the City’s administrative staff.

The person occupying this position is responsible for all activities related to the reception desk at City Hall, including greeting and registering visitors. This position provides both general information and service-specific information, ensuring the collection, processing, and analysis of the appropriate data needed to answer citizens’ requests; with respect to financial transactions and administrative tasks at City Hall, the role is also responsible for managing cash receipts, maintaining the receipt-filing system, supporting teams in other departments, and handling the mail.

DUTIES AND RESPONSIBILITIES
1.    Client services

•    Welcome, inform, direct and guide the public to the appropriate departments and services
•    Perform all activities related to incoming and outgoing visitors
•    Conduct research as needed to respond to enquiries
•    Conduct research and provide clients with first-level, general information
•    Answer and screen telephone calls, record information for follow-up, and refer that information to the appropriate people
•    Keep the telephone list and central voice mailbox messages up to date
•    Handle situations requiring quick action, and refer matters to the appropriate staff member if necessary

2.     Query management
•    Provide an initial response to routine queries, and redirect more complex requests where necessary
•    Process and respond to e-mail queries from assigned mailboxes
•    Initialize and configure the query management system
•    Conduct basic research to meet the information needs of staff and the public
•    Create and send periodic reports to the appropriate managers

3.     Financial transactions
•    Take payments and issue receipts
•    Maintain a filing system for payment-related documents
•    Issue various permits and process applications (outdoor fire pits, dog licensing, etc.)
•    Complete weekly financial reports and compile statistics
•    Manage tills

4.    Administrative support
•    Assist internal departments with routine administrative tasks
•    Organize and distribute mail (internal and external), including deliveries
•    Forward newspaper articles internally
•    Ensure that office materials remain stocked
•    Prepare meeting agendas and minutes
•    Attend meetings as needed
•    File and archive administrative and operational files
•    Provide administrative support to municipal departments
•    Perform any other tasks required for the smooth running of operations

MINIMUM REQUIREMENTS
Education
• High school diploma and a college diploma in administrative techniques, or an equivalent qualification

Experience
•    Minimum six (6) months’ relevant experience in customer service and accounting
Knowledge
•    Excellent command of spoken and written French and English
• Very good knowledge of the Microsoft Office 365 software environment (Dynamics, Excel, PowerPoint, OneNote, Outlook, Word, etc.)
• Familiarity with administrative-support environments that use specialized tools such as (or similar to) Axiom Security, Blaise, DYMO Label, LAMA, Ludik, Mitel, Water+, etc. (considered an asset)

Skills
• Able to work under pressure, both individually and as part of a team
• Innate sense of high-quality customer service (relationship ease, client-focused approach, courtesy, politeness, interpersonal skills, respect, active listening, and empathy)
• Sound work methodology, keen sense of organization, adaptability to change, and strong rigor
• Ability to set task priorities, meet deadlines, and organize workflow accordingly
• Meticulous, with a concern for accuracy and precision in record-keeping
• Demonstrates high professional integrity and strict confidentiality
• Capable of managing multiple files simultaneously in a fast-paced environment
• Exhibits professionalism and good judgment
• Able to react quickly and possesses the emotional capacity to facilitate contact, understand others, and remain calm in urgent or difficult situations
• Strong problem-solving skills and ability to make sound, independent decisions
• Aptitude for understanding, interpreting, and explaining administrative policies and procedures
• Sense of responsibility, reliability, and resourcefulness
• Good organizational skills, initiative, and discernment
• Tolerance for criticism from clients
• Displays a positive attitude toward the interests of the municipality and the community in general
• Punctuality and regular attendance at work
• Physical ability to perform assigned duties
• Solid record of past work performance
• Respect for confidentiality rules and the organizational values of the City of Dieppe

WORK SCHEDULE
•    Thirty-five (35) hours a week.

WORK SCHEDULE

• Thirty-five (35) hours per week.

SALARY

• Hourly rate at hiring of $29.79 - As per the collective agreement.

CLOSING DATE

 •    The deadline to submit your application is Friday, May 9, 2025, at 11:59 PM.