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Operations Assistant
2 weeks ago
Operations Assistant (Transportation)
**Job Number**:2177
**Job Type**: Temporary Full-Time
**Temp Contract Length**: 18 months
**Location**: On-site at 100 Maple Grove Rd., Cambridge, ON
**Job Category**: Transportation
**Number of Positions**:1
**Department**: Operations Administration
**Division**: Transportation Services
**Hours of Work**: 35
**Union**: CUPE 1883
**Grade**: CUPE 1883 Grade 005
**Salary Range**: $28.21 - $31.92 per hour
**About Us**
The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Home to over 674,000 residents and expected to grow to nearly one million by 2051. Guided by our 2023-2027 Strategic Plan, “Growing with Care,” we focus on equity, inclusion, and sustainability. Our mission is to provide essential services that enhance the quality of life for all residents, while our core values emphasize caring for people and the land we share. Join us and be part of a team dedicated to making a meaningful difference in our community.
Dish with One Spoon Wampum:
- Waterloo Region is part of the Dish with One Spoon wampum, a treaty guiding our commitment to:
- Recognizing our shared humanity and land
- Taking only what we need
- Leaving some for others
- Keeping the dish clean
- This agreement underpins our vision, mission, and core values, and reinforces our dedication to meaningful reconciliation and equity.
**The Role**
- Provides dispatch response services for Transportation Operations; administrative, financial, and clerical support to Transportation Operations management and staff; and frontline customer service as a receptionist for the Operations Centre.
**Duties/Responsibilities**
- Serves as dispatcher for Transportation Operations. Receives and relays messages with field staff, and external contacts (e.g., emergency services). Prepares and maintains detailed Hansen entries regarding transactions. Documents winter operations activities in database (e.g., on/off time, actions required). Assists Area Supervisors in calling staff for scheduled overtime as needed and documenting responses. Communicates with drivers regarding road conditions and police requests for salting or snow removal. Dispatches Transportation Operations staff to respond to traffic signal malfunctions and for traffic sign maintenance.
- Coordinates the Ontario One Call utility locate system for the Region. Receives locate requests, checks location with GIS to verify underground plant details, provides clearance, and arranges field locates, as required.
- Receives and processes sign requests through electronic dashboard. Inputs orders into Hansen. Clarifies additional information with client and sends to Finance for external billings, as required.
- Performs administrative tasks for Section; processes mail; distributes pay stubs; proofs and distributes divisional documents; maintains manuals; compiles data and creates reports; processes room booking requests; records and distributes minutes; monitors staff message line; coordinates Operations Centre tours; and stocks office supply cupboards.
- Maintains vehicle maintenance and inspection documentation. Maintains vehicle first aid kit records and orders related supplies. Sets up and maintains ongoing records (e.g., accident reports, insurance claims).
- Inputs preventative maintenance work orders, road patrol logs, and timesheets into database. Verifies related coding and charges for monthly upload into general ledger. Prepares monthly summary report for supervisor.
- Arranges paid duty police officer bookings, as requested by staff, for traffic control at signalized intersections.
- Acts as the Program Records Assistant, maintains paper and electronic information management systems. Recommends revisions to divisional filing system, as required.
- Performs other related duties as assigned.
**Knowledge, Skills, and Abilities**
- Knowledge of office and administrative procedures, word processing, communication skills, reading, writing, and arithmetic skills acquired through a grade 12 education plus 3 years of related experience.
- Working knowledge of two-way radio systems and dispatch set-ups. Knowledge of the Regional road network and divisional services.
- Time management and problem solving skills to organize, prioritize, and meet deadlines; set up office procedures and systems, manage several tasks simultaneously, identify potential difficulties, and generate workable solutions. Ability to work independently and adapt to frequently changing priorities and service expectations.
- Communication skills to exchange information with Regional staff, external agencies, and the public who are occasionally frustrated and upset, using tact and diplomacy; and participate as an effective team member.
- Ability to read and understand maps, data, technical reports, agendas, budget information, and accident reports.
- Ability to write routine correspondence and input caller information into