Office Services Assistant

7 months ago

Waterloo, Canada Region of Waterloo Full time

**Our Story**:
Committed to fostering opportunities for current and future generations, the Region of Waterloo is an inclusive, thriving and sustainable region of connected rural and urban communities with global reach. Our mission is to serve, engage and inspire, by delivering quality services to a diverse population of 630,000+, while creating a healthy, collaborative environment of learning, respect and innovation.

This is a place where employees are valued and recognized for their talents and contributions to our success. Our employees take pride in making a difference in people's lives through the work that we do. We are looking for people like you to help make it happen.

**Description of Duties**:
Provides program and administrative support to the Division. Responds to/redirects and tracks public inquiries for traffic collision data.

**Duties/Responsibilities**:

- Prepares and coordinates divisional reports for the Planning and Works (P&W) Committee and Council, per corporate and departmental guidelines. Prepares and distributes summaries.
- Provides administrative support to the Division. Formats, edits, proofs, distributes, and tracks the status of documents and reports (e.g., financial and statistical data, contract specifications, technical reports, agendas, minutes).
- Creates and maintains standard templates, forms, and related documents; provides support and guidance to divisional staff using same.
- Uploads/maintains program information/documents (content provided by other staff) on website and intranet (e.g., road closures); ensures compliance with accessibility legislation and divisional standards/templates.
- Assists in the maintenance of traffic collision and volume database systems. Receives and enters collision data from Police (e.g., impact type, directions of travel, location on map); verifies collision codes; scans and files information.
- Receives and responds to/redirects inquiries from stakeholders related to transportation engineering and planning (e.g., developers, insurance companies, government agencies). Follows up on open requests with program staff.
- Maintains divisional documents and filing systems (e.g., project files and agreements, policies, procedures, directories, signing authorities); and runs related reports. Prepares and processes documents related to agreements (e.g., requisitions, invoices, insurance certificates); uploads project documents and provides access to third parties.
- Works with the data management coordinator to provide collision reports as requested to stakeholders and project management staff, including collision diagrams for inclusion in reports.
- As Records Assistant, maintains the divisional filing system, arranges offsite transfers, and ensures disposal/destruction of files, per corporate standards.
- Coordinates logistics for divisional meetings. Prepares and distributes schedules.
- Processes mail and faxes.
- Keeps keys for program/storage areas. Submits facility work orders, as required.
- Maintains office supplies. Prepares cheque/purchase requisitions and blanket order release forms; processes invoices; and orders supplies. Arranges servicing of office equipment. Maintains sign-out/return of divisional laptops.
- Backs up Administrative Assistant (Transportation & Environmental Services), as required.
- Performs related duties as assigned.

**Knowledge, Skills, & Abilities Required**:

- Knowledge of office and administrative procedures, word processing, reading, writing, and communication skills acquired through a Grade 12 education plus 3 years of related experience.
- Knowledge of and ability to follow policies, procedures, and legislation (e.g., privacy, accessibility). Working knowledge of the Regional road system, transportation/departmental programs.
- Ability to exhibit confidentiality and discretion in handling material.
- Time management and organizational skills to collect, compile, and report program information; distribute/coordinate reports and correspondence in a timely manner; maintain administrative procedures, processes, and forms (e.g., templates); adapt to changing priorities; and work independently.
- Computer skills with ability to use software such as Microsoft Office and GIS.
- Communication and interpersonal skills to effectively relate with staff and the public; provide program information and respond courteously and professionally to the public (developers, insurance agencies); and participate as an effective team member.
- Ability to read and understand maps, traffic data, and collision report information. Ability to write/update administrative procedures; proofread and edit correspondence, documents, reports, databases, and program information using a standard template.
- Ability to support and demonstrate the Region’s values

We invite internal applicants to APPLY ONLINE through the HR Portal by 11:59 p.m., by the closing date.

Regular and reliable attendance required for consideration.

Alternate for

  • Customer Service and Office Assistant

    7 days ago

    Waterloo, Canada University of Waterloo Full time

    Overview: The Customer Service and Office Assistant is accountable to the Customer Service Coordinator, AccessAbility Services, and is responsible for all activities related to the Front Desk. As a front-line staff member, the Customer Service and Office Assistant is responsible for providing information, resources and outstanding customer service to...

  • Office Assistant

    1 week ago

    Waterloo, Canada Sinco Food Equipment Full time

    Sinco Food Equipment has been servicing the restaurant industry for over a decade. Sinco Food Equipment distributes and supplies restaurant equipment to restaurants, hotels, and food service industry We offer outstanding service to our customers by fostering an inclusive team spirit and treating our employees like family. Major responsibilities - Route calls...

  • Office Manager

    5 months ago

    Waterloo, Canada Karis Disability Services Full time

    **Temporary (18 months), Full-Time** **Office Manager** **(40 hours/week)** **Waterloo Office (In-Office)** The Office Manager oversees the operations of the Waterloo Office and works collaboratively with others to align the Karis Disability Services administrative culture with organizational values. This includes promoting a positive space for employees...

  • Office Assistant

    2 days ago

    Waterloo, Canada Sinco Food Equipment Full time

    Sinco Food Equipment has been servicing the restaurant industry for over a decade. Sinco Food Equipment distributes and supplies restaurant equipment to restaurants, hotels, and food service industry We offer outstanding service to our customers by fostering an inclusive team spirit and treating our employees like family. Major responsibilities - Route calls...

  • Dean's Office Assistant

    5 days ago

    Waterloo, Canada University of Waterloo Full time

    Overview: Dean’s Office Assistant is responsible for providing administrative, event and special project support to the Dean’s office. This position is the front-line staff for the Reception area in the Dean’s office and primarily coordinates room bookings and key sign-out for the Faculty of Health. **Responsibilities**: Front-line representative: -...

  • Office Assistant

    7 days ago

    Waterloo, Canada MWS Solutions Inc Full time

    **OFFICE ASSISTANT** Waterloo skilled trade contractor office is looking for an Office Assistant to look after Accounts Payable & other office/administrative responsibilities. Position is Part-Time (20-30 hours per week) but could lead to Full-Time. 4 to 5 days per week. Daily hours may be flexible. Rate of pay - $22.00 / hour **Duties include, but not...

  • Office Administrative Assistant

    7 months ago

    Waterloo, Canada MarshallZehr Full time

    **Office Administrative Assistant** **Who is MarshallZehr?** **MarshallZehr Group Inc (“MZ”)** provides customized construction and development financial solutions for high-performing real estate developers. Since 2008, MarshallZehr has grown to become one of Canada’s most trusted real estate capital partners. We add value beyond capital - our...

  • Office Assistant

    2 weeks ago

    Waterloo, Canada MaidPro Waterloo Full time

    MaidPro is hiring an Office Assistant for a busy, growing business. This is position and will report to the business owner. This is an ideal opportunity for someone with strong organizational skills, an incredible leadership experience, superb customer service, and great attention to detail. MaidPro is an award-winning home cleaning company, based in...

  • Medical Office Assistant

    8 months ago

    Waterloo, Canada Family Physician Medical Office Full time

    Hours : 20 hours per week Rate: $20 depending on skills and experience. Please do not accept an interview if you are not interested in the job. **Job Type**: Part-time **Salary**: $19.00-$20.00 per hour Expected hours: 16 - 20 per week **Benefits**: - On-site parking Work Location: In person

  • Medical Office Assistant

    7 months ago

    Waterloo, Canada Westside Family Health Centre Full time

    We are growing and looking to employ an experienced, reliable and energetic full time Medical Office Assistant for our busy office of Family Physicians. Our team consists of 8 family doctors, 3 physician assistants, 2 nurses, 5 full time and 2 part time office assistants/receptionists. We also have many medical learners (medical students, residents, nursing...

  • Medical Office Assistant

    7 months ago

    Waterloo, Canada Waterloo West Medical Full time

    **Medical Office Assistant (MOA)** **Waterloo West Medical at the Boardwalk Medical Centre** **Job Summary** Waterloo West Medical is looking for a Medical Office Assistant to join our team providing primary care in a multi-doctor office. We are looking for an employee who can do a variety of tasks including direct clinical care with patients (including...

  • Medical Office Assistant

    3 weeks ago

    Waterloo, Canada Waterloo West Medical Full time

    **Medical Office Assistant** **Waterloo West Medical at the Boardwalk Medical Centre** **Job Summary** Waterloo West Medical is looking for a Medical Office Assistant to join our team providing primary care in a multi-doctor office. We are looking for an employee who can do a variety of tasks including reception work and basic direct clinical care with...

  • Office Administrative Assistant

    2 weeks ago

    Waterloo, Canada Spectramedx Inc. Full time

    Spectramedx is looking for a talented individual to join our Waterloo team to fill the role of Office Administrative Assistant. The role requires physical presence at our Waterloo office in performing administrative duties and office management. **Requirements**: - Minimum 2 years experience within Administrative Assistant position - Office Administration...

  • Office Administrative Assistant

    7 days ago

    Waterloo, Canada Spectramedx Inc. Full time

    Spectramedx is looking for a talented individual to join our Waterloo team to fill the role of Office Administrative Assistant. The role requires physical presence at our Waterloo office in performing administrative duties and office management. **Requirements**: - Minimum 2 years experience within Administrative Assistant position - Office Administration...

  • Medical Office Assistant

    7 months ago

    Waterloo, Canada Home Sleep Care Full time

    Durée de l'emploi: Permanent - Langue de travail: Anglais - Heures de travail: 37.5 hours per week - Education: - Expérience: **Education**: - Secondary (high) school graduation certificate **Work setting**: - Private sector - Various locations - General office **Tasks**: - Greet people and direct them to contacts or service areas - Provide basic...

  • Medical Office Assistant

    2 months ago

    Waterloo, Canada Home Sleep Care Full time

    Work Term: Permanent - Work Language: English - Hours: 37.5 hours per week - Education: Secondary (high) school graduation certificate - Experience: 1 year to less than 2 years - **Work setting**: - Private sector - Various locations - General office - ** Tasks**: - Greet people and direct them to contacts or service areas - Provide basic information to...

  • Office Administrator Assistant

    4 weeks ago

    Waterloo, Ontario, Canada beBee Professionals Full time $30,000 - $45,000

    Receptionist Job DescriptionIn beBee Professionals, we are seeking a detail-oriented and professional Receptionist to serve as the initial point of contact for our clients in Waterloo, Canada.As a key member of our team, you will be responsible for managing incoming calls, scheduling appointments, and performing general administrative tasks to ensure...

  • Department Office Assistant

    7 months ago

    Waterloo, Canada University of Waterloo Full time

    Overview: **Term: 18 Months** Provide administrative support for Graduate and Undergraduate programs in Biology. Primarily responsible for coordinating graduate student meetings for MSc and PhD students and assisting in the organization and maintenance of graduate student information. Provides support for administration of TA contracts, preparation of...

  • Office Coordinator and HR Administrator

    7 months ago

    Waterloo, Canada ATR Maintenance Services Full time

    Our growing company is looking to add a valued individual to our office staff. Our company primarily provides cleaning, repair, after hours and off-site superintendent services for multi-residential properties. Our clients are property managers, condominium corporations and property owners. We are looking for someone to assist with operational support,...

  • Office Services

    7 days ago

    Waterloo, Canada Gowling WLG Full time

    **ABOUT GOWLING WLG** At Gowling WLG, our dedication to excellence and quality service begins with our people. As a global law firm with offices across Canada, the U.K., Europe, the Middle East and Asia, we pride ourselves on sourcing and retaining top talent who bring energy, passion and commitment to the delivery of outstanding client service. Employee...