Administrative Assistant, Operations

1 month ago

Whitehorse, Canada City of Whitehorse Full time

Job posting closes: August 16, 2024, at 05:00 p.m. (Yukon Standard Time)

At our core, the City of Whitehorse is committed to cultivating an inclusive employee community and workspace, confronting racism and biases for fairness and equity, and advancing reconciliation and accessibility.

The City promotes work-life balance for its employees and offers flexible work arrangements, such as work-from-home and compressed work weeks, subject to applicable administrative directives.

An Eligibility List may be established from this competition—the duration of the eligibility list may be up to 12 months. The eligibility list may be used to fill future permanent full-time, permanent part-time, temporary full-time, temporary part-time, term, or casual vacancies within the same department and classification based on organizational needs by going to the next highest-ranked candidate until the eligibility list expires.

This position is covered by a collective agreement between the City of Whitehorse and the Public Service Alliance of Canada/Yukon Employees Union.

The City wishes to thank all applicants for their interest, but only those candidates selected to advance in the recruitment will be contacted. Note that only those candidates eligible to legally work in Canada will be considered.

Administrative Assistant - Operations Job Code: 194
Department: Fleet and Transportation Maintenance Job Summary:

The incumbent is responsible for maintaining the office and providing front-line administrative support and administrative services to the Operations Department. The incumbent interacts with the public—both in person and via telephone and email—and provides information on departmental activities.

Duties and Responsibilities:
  • Receives calls/emails to the department, both internal and external, often of an urgent nature. Responds to, resolves, or distributes e-mail, telephone, or face-to-face complaints, including dispatching employees to resolve the complaints. Fulfills citizen requests for information. Inputs, retrieves, and maintains data on complaints.
  • Performs administrative assistant functions, including word processing, drafting and reviewing/editing correspondence, copying, faxing, processing mail, creating and processing purchase orders, maintaining comprehensive filing, record retention, and bring forward systems, arranging meetings, and recording minutes.
  • Directs calls received from the alarm monitoring company, analyzing the urgency of the issue and relaying alarms accordingly. Monitors the City’s alarm system for daily lunchtime and coverage of the Water and Waste Services Administrative function, analyzing the urgency of each issue and taking appropriate action and/or relaying alarms accordingly.
  • Directs requests, completes, inputs, and maintains work order information, scanning documents for digital storage of asset and equipment information and facility information for the computerized Maintenance Management System.
  • Maintains key inventory, confidential security system records, and fuel card inventory. Adds and deletes access codes as requested and dispenses keys and fuel cards as required.
  • Researches and orders office supplies and materials as required, troubleshoots office equipment problems, and requests service as required.
  • Follows, to the extent that is reasonably practicable, established safety procedures and standards.

This description contains elements necessary for identifying and evaluating the job. The incumbent may be required to perform other related duties.

Job Requirements: Working Conditions:

Office job, Monday-Friday 8:30 am - 4:30 pm with minimal overtime. Open, extremely busy public office environment with little privacy and continuous interruptions, serving in-person and telephone customers, often angry, with complaints.

Knowledge and Skills:
  • 1 year certificate in Office Administration with basic accounting.
  • Standard First Aid Certificate, CPR Level C - 16 hours
  • Customer Service course - 8 hours
  • Previous Experience – 3 years related progressive experience which required the incumbent to prioritize a diverse work flow, including a minimum of 2 years in a public works environment.
  • On-the-job experience - 6 months
  • Team player
  • Attention to detail, communication, 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.
  • Ability to self-motivate and seek out additional work as required.

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

Examples of Equipment to Operate:

Alarm monitoring systems, such as Scada and Patriot; computers with applications such as Outlook, Word, Excel, Access, and Worktech Maintenance Management System; financial programs, such as GP and FMW; and office and communications equipment, such as copiers, fax machines, scanners, cervix binder, and fixed and portable radios.

Accommodation Requests:

Shortlisted candidates who require accommodation or have accessibility needs during the selection process are encouraged to contact the Recruiter and make requests to ensure their full participation. The City of Whitehorse is committed to reviewing requests and making arrangements for reasonable accommodation and accessibility 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 www.whitehorse.ca/careers. Instructions on applications are provided at this link. If you have any further questions regarding this posting, please contact the recruiter at HR@whitehorse.ca.

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.

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