Administrative Assistant

2 weeks ago


Kitchener, Canada City of Kitchener Full time

**Administrative Assistant (Facilities Management)**

**Competition Number**

2023-280

**Job Code**

0521

**Posting Date**

June 20, 2023

**Closing Date**

July 19, 2023 (at 6:00pm)

**Job Status**

Permanent Full-Time

The
- **City of Kitchener** is a vibrant and dynamic city of approximately 270,000, in the heart of southwestern Ontario. As the largest municipality in Waterloo Region, Kitchener continues to be poised for development and growth, enhancing its reputation as a leader in city-building and innovation, with nationally recognized strategies to build its neighbourhoods, its digital infrastructure and its diverse economy.The
- **City of Kitchener** is WHERE you want to work Learn more about the top reasons to join us:
**Why work at the City of Kitchener**

Position Overview:
- Reporting to the Director of Facilities Management, this position provides primary support to the Director and assistance to the Operations and Project Management team.**Responsibilities**:
- Assists the Director in a wide variety of administrative tasks; i.e. answers and/or forwards inquiries, completes surveys, keeps records and provides statistical and customer service information; minute taking and any special assignments.
- Provides administration support for all capital construction/ renovation projects, capital maintenance projects in Cityworks (CW) Asset Manager using UniFormat framework and asset management best practices.
- Prepares purchase requisitions, purchase orders, cheque requisitions, invoices, journal vouchers, invoice payments and deposits in accordance with CW Asset Manager/ UniFormat framework.
- Processes deposits for the Kitchener Generation Corporation (Solar Array).
- Sets up projects and creates work orders in CW and Asset Manager and reconciles, closes out projects/ work orders.
- Coordinates and executes maintenance contracts (i.e. Electrical Safety Authority, Emerson, Building Automation Systems contractors).
- Gathers contractor safety documents and ensure compliance in accordance with purchasing and risk management by-laws.
- Monitors FM capital and operating budgets, investigates anomalies and reports to the Director or responsible Manager.
- Produces monthly capital and operating reports, produces photocopies, scans, forwards and files documentation as required.
- Investigates and resolves (where possible) financial issues with SAP and Budget System.
- Works with financial planning and in collection of data for fiscal year end.
- Assists with division operating budget.
- Performs research, data gathering and data management for projects, schedules and as needed attends meeting and takes minutes.
- Manages attendance for the management and project management staff.
- Performs all records retention for the division using OmniRim.
- Coordinates corporate chair program following established guidelines from Procurement services.
- Registers staff for training and conference events and provides payment.
- Coordinates divisional staff events including long service recognition program for the division.
- Distributes mail for the division.
- Provides periodic backup on reception/ operations admin assistant.
- Participates in CW/ SAP working groups.
- Performs other related duties as assigned.

**Requirements**:
- Minimum Grade 12 diploma, plus up to one year of additional post-secondary job related education.
- Minimum of one year related administrative experience.
- Preference will be given to applicants with previous experience using CityWorks, PeopleSoft and SAP
- Knowledge of administrative procedures and practices, with the ability to provide administrative support to several members of management staff at various levels
- Previous experience monitoring budgets, researching discrepancies and inputting financial data into a financial system
- Ability to maintain confidential information
- Strong interpersonal skills in order to provide excellent service to both internal and external customers in a courteous and professional manner
- Ability to effectively communicate both written and verbally
- Excellent organizational skills with an ability to manage multiple tasks and deadlines
- Highly proficient in the use of a personal computer with the ability to use software programs such as Microsoft Office and Outlook, SAP, CityWorks, Crewsheet, Peoplesoft, Deposit Slip System, Budget System, Onpoint, OmniRim, and iCreate
- Must be reliable with a good attitude and employment record.

***

**We will accommodate the needs of applicants under the Human Rights Code and Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the recruitment and selection process. Please contact Human Resources at**
**,**
**or 519-741-2200 ext. 7261 to make your needs known, so that we can support your full and equal participation throughout the hiring process.**
- Please note that as per Human Resources Policy _
- HUM-HIR-_
- 110, "Employment of Relatives of Staff Members and Elected Officials":



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