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Operations Coordinator
3 months ago
Job Requisition
JR Operations Coordinator (Relief) (Open)
Job Family
CUPE
Start Date
End Date
Primary Posting
No
External Posting URL
Careers )
Closing Date:
May 29, 2024
Internal Closing Date: May 22, 2024
NOTE: Posting comes off at 12:00AM on the closing date, with the competition closing at 11:59pm the day prior.
Hourly Rate:
37.68
Job Description
Reporting to the Manager, Operations Administration, this position provides a variety of administrative and support services to the Operations Division to assist in the successful delivery of operational services.
Duties Include:
- Assists senior divisional staff with administrative functions including research, project management, report preparation, and budgeting preparation and tracking.
- Completes background research for assigned projects and summarizes findings for review with senior divisional staff.
- Assists senior divisional staff with the development of scopes of work for contracts.
- Responds to inquiries and complaints received for the department, including acknowledgement of receipt, investigation, draft responses, and tracking of correspondence.
- Drafts and types reports, memos, and other correspondence and documents.
- Relays and takes messages, makes travel arrangements, sets up meetings and appointments, drafts agendas, takes and distributes meeting minutes and files as required.
- Acts as the divisional receptionist, answering telephone, counter/public inquiries and complaints related to and issuing requests for service.
- Determines service requirements and schedules inspections and service calls for Operations staff.
- Inputs and updates service requests for Division.
- Prepares daily, weekly, and monthly reports as required including operating and capital budget expenditure reports.
- Aids in the preparation of annual capital and operating budgets for the Operations Division.
- Oversees scheduling of training, educational clinics, and workshops for staff.
- Maintains action items tracking system for the Division.
- Provides back-up coverage for the Secretary I - Operations position.
- Coordinates requests for utility locates, WCB permits, and utility services related to the Division.
- Coordinates GIS updates for Operations Division installations.
- Assists with the Operation Services Asset Management program implementation and maintenance
- Tracks of employee timesheets and checking timesheets for completeness.
- Processes accounts receivable billing, invoices, purchase orders, requisitions and direct awards.
- Assists with electronic records management system for the Division.
- Performs other related duties as required.
- All persons employed by the City of Vernon will be required to assist the City in providing emergency services. Duties assigned during an emergency may differ from regular duties.
- Successful completion of an office administration or secretarial certificate program.
- Minimum 5 year's related office experience including 2 years in a senior administrative assistant position.
- A combination of related education, training and experience may be considered.
- Thorough knowledge of business English, punctuation and grammar.
- Working knowledge of office procedures, functional terminology and departmental regulations.
- Demonstrated knowledge of underground infrastructure and associated appurtenances.
- Ability to transcribe material (including notes) with satisfactory speed and accuracy.
- Ability to exercise courtesy, tact, diplomacy and some persuasion in the exchange of non- routine information with other City employees, and the employees of private companies and members of the general public.
- Ability to communicate effectively orally and in writing.
- Demonstrated project management abilities.
- Proficiency in MS Excel, Word, PowerPoint, database, mapping, CityWorks and purchasing programs.
- Demonstrated knowledge of geographic areas of the city.
- Ability to search for information and compile data from files and other sources.
- Flexible and able to prioritize work in a fast-paced environment.
- Ability to work effectively with minimal supervision.
Please submit your resume, quoting the appropriate competition number to: Human Resources, City of Vernon, using one of the following methods:
- Online at / by selecting "apply" and creating a candidate profile.
- By Fax:
- Internal applicants are asked to apply using their worker profile.
- By making application, you are authorizing the City of Vernon to verify, through whatever means deemed appropriate, any information included in your applicant profile.
Worker Sub-TypePermanent
LocationOperation Services Building
Time Type Part time
Supervisory OrganizationOperations Administration
Employment Type: Part Time
Employment Length: Permanent
Education Requirement: Other trades certificate or diploma
Job Experience: 5 years or more
Rate: $37.68 Hour