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Works Control Officer

2 months ago

Kawartha Lakes, Canada Kawartha Lakes Full time

Job Title: Works Control Officer

Wage: $28.96 - $31.32 Hourly (2023)

Reports To: Manager, Fleet

Department: Public Works

Location: Fleet

Hours: Normal Working Hours – 35 Hours per Week

Other: General office environment. Some travel through the City of Kawartha Lakes in accordance with job requirements.

Job Description:

  1. Respond to routine inquiries and act as a front line liaison giving excellent customer service. Assess the urgency of internal and external client requests and determine the appropriate course of action, including calling CKL staff, suppliers, contractors on the rotating contractor list, or seek direction from the Manager.
  2. Describe the work to be performed to the contractor or CKL staff, schedule and organize their access to the building or unit, and notify tenant of upcoming work. Maintain the Division’s work order management system, track stock and maintenance orders, liaise with the client, issue work orders, determine the appropriate course of action, run reports, and follow up on delays.
  3. Acquire verbal and written informal quotes for the purchase of goods, services, and maintenance contracts for approval by the Manager.
  4. Prepare and complete purchase orders as per internal procedures for approval by the Manager.
  5. Comply with the corporate purchasing policy.
  6. Order maintenance and cleaning supplies, and all property related purchases.
  7. Maintain a computerized inventory system and ensure minimum and maximum stock levels are adhered to.
  8. Maintain, update, and input all related purchases into the inventory program.
  9. Prepare journal entries.
  10. Produce building maintenance reports for the Manager’s use at board meetings.
  11. Organize and maintain all records and files following the records management system.
  12. Coordinate deliveries, site meetings, and inspection dates with contractors/suppliers.
  13. Issue 24-hour notices to tenants informing them of scheduled maintenance or inspections.
  14. Type correspondence, reports, minutes, forms, agreements, and specifications.
  15. Handle physical security protocols, key control processes, electronic access systems, and electronic security/fire alarm systems for Housing buildings.
  16. Update MSDS sheets as required.
  17. Backup other clerical staff as necessary.
  18. Occasional travel is required to attend meetings and training.
  19. Perform other related duties as assigned.
  20. Responsible for fuel and inventory control, including daily fuel tank dips and recording and monitoring daily fuel usage calculations.
  21. Compare costs and evaluate the quality and stability of supplies, material, equipment, and services.
  22. Issue fleet fuel and fuel codes usage as required.
  23. Pick up and delivery of vehicles.

Skills/Education Required:

  1. Post-Secondary Diploma in Office/Business Administration or a related field.
  2. Minimum 3 years of related progressive experience, preferably in a municipal environment.
  3. Experience in a building maintenance office environment is preferred.
  4. Working knowledge of accounting procedures.
  5. Working Knowledge of City of Kawartha Lakes Purchasing Policy and Records Management.
  6. Demonstrated professional and ethical responsibility to protect privacy, use confidential information appropriately, treat sensitive situations with appropriate degree of tact and discretion.
  7. Demonstrated excellent customer-service and interpersonal skills at a level to develop and to maintain cooperative/collaborative working relationships both within and outside the organization.
  8. Excellent time-management skills with the ability to prioritize workload and meet deadlines, and the ability to deal with multiple demands.
  9. Excellent written communication skills with attention to detail and accuracy.
  10. Excellent organizational and administrative skills with the ability to work independently and in a team environment.
  11. Ability to demonstrate initiative consistently with commitment to quality improvement, sharing process improvement initiatives with management.
  12. Demonstrated ability to understand and abide by municipal policies and procedures.
  13. Demonstrated proficiency in Microsoft Office, the internet, and any other related software.
  14. Upon a conditional offer of employment, a Criminal Record Check, including a Vulnerable Sector Search will be required.

Applicants must be prepared for skill testing.

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