Office Services Assistant

6 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.

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