Administrative Assistant, Water and Waste Services

Job Summary :

Under the direction of the Supervisor and Operations Administrative, the incumbent coordinates and delivers front-line customer service and reception area operations in the Water and Waste Services department.

The incumbent also provides operational services for and administrative duties to the Water and Waste Services department.

Duties and Responsibilities :

• Monitors the City’s alarm system, analyzes the issue's urgency, and takes appropriate action and / or relays alarms accordingly.
• Ensures the various applications and permits comply with procedure, and the appropriate fees are charged.
• Performs financial duties including calculating fees, receiving payments, issuing, posting, and balancing daily cash receipts, preparing bank deposits, reconciling permit fees, reconciling credit card charges for staff, and preparing invoices and cheque vouchers for refunds.
• Directs requests, prepares and processes work orders including calculating labour charges from timecards, materials from store requisitions, and equipment charges for 3rd party billing and preparing invoice requisitions and maintaining the work order database.
• Performs administrative functions including scheduling appointments, arranging meetings, coordinating departmental activities, arranging employee travel, recording minutes, drafting and following-up on correspondence, drafting reports and creating forms, preparing and processing purchase orders, compiling statistics and monitors employee timecards for accuracy and allocates information accordingly.
• Assists in preparing and monitoring, under the direction of the Operations Administrative Supervisor, the annual operating and capital budgets for administrative supplies, equipment, and customer service and reception areas.
• Makes recommendations to supervisor regarding fees for services provided by the Water and Waste Services Department.
• Inputs, retrieves and maintains data to the citizen complaint, employee training & certification, sign, service card and as-built databases.
• Maintains the Water and Waste Services portion of the City web site and develops routine and specific advertisements for posting on the City page.
• Coordinates department wide employee training, completes funding proposal application forms and requirements for reimbursement.
• Responsible daily for the securing of cash received, confidential information, and the public entrance into the building.
• Follows, so far as is reasonably practicable, established safety procedures and standards.
• Acts as Supervisor, Operations Administrative, as required.
• Other related duties

Number of Hires Needed 1 Position Requirements

Working Conditions :

Extremely busy office setting, serving in-person and telephone customers, often angry / negative complaints. Almost continuous interruptions, due to high volumes of traffic, both internal and external.

Knowledge and Skills :

• Office Administration certificate with basic accounting
• Previous Experience - 4 years related progressive experience which required the incumbent to prioritize a diverse work flow,
• Experience in a municipal or utilities environment considered an asset.
• On-the-job training - 6 months
• Standard First Aid Certificate, CPR Level C
• Attention to detail, good communication skills, strong customer service orientation, interpersonal, organization and priority setting skills.

Must have demonstrated ability to be self-directed and ability to handle multiple tasks of a time sensitive nature.

An equivalent combination of education, training and experience may be considered

Examples of Required Equipment to Operate :

Alarm monitoring systems (Scada and Patriot), computer with applications such as Outlook, Word, Excel, Access, ERP, ADP, AS400, CLAIMS, Web page software and communications and office equipment.

Accommodation Requests :

Other Details :

Job seekers are required to create an online profile and submit their application electronically through the City's online Applicant system via .

Instructions on applications are provided at . If you have any further questions regarding this posting, please contact the recruiter at .

To apply for this position, you are required to submit your resume.

Various tests and / or exams may be administered as part of the recruiting process.

At the time this posting closes, candidates must have valid and current licenses / certifications / education that match the position requirements.

Candidates who are selected to continue with the recruiting process will be required to provide proof of qualifications during their interview.

Employment Contract YEU Local Y046