Utilities & Public Works Coordinator

2 weeks ago

Westbank, Canada Westbank First Nation Full time

Located within the traditional unceded territory of the syilx people, Westbank First Nation is a progressive and prosperous self-governing First Nation. The Okanagan Valley truly has it all, including a great climate, stunning scenery, world-class ski resorts, golf courses, wineries and beaches._
- Westbank First Nation values diversity and we are committed to creating a healthy, strong and vibrant community through programs and services that promote physical, mental, emotional and spiritual well-being and healing. Come join our team and become part of an innovative and rewarding place to work._

***

The Utility & Public Works Coordinator-I provides administrative and project support to the Utilities & Public Works teams, supports the day-to-day operations of the departments, as required and directed by the Utilities Coordinator-II. This position includes work of a confidential nature, involving administrative policy, development issues, personnel or other similar issues. The Utilities & Public Works Coordinator-I will be the public’s primary point of contact, providing information and assistance on matters related to departmental activities.

**EDUCATION/EXPERIENCE**
- Post-secondary education with a Business Administration Certificate is preferred
- 2 years of previous office experience with a minimum of one-year related reception experience is preferred
- Previous experience in accounts receivable, collections, utilities, and cash receipting are preferred
- An equivalent combination of education and experience will be considered.
- Previous experience with a First Nation organization is an asset
- Previous experience with Vadim and Laserfiche is an asset

**REQUIREMENTS**
- Acceptable criminal record check required
- Maintains a high level of confidentiality and uses discretion on all matters relating to the affairs of Westbank First Nation

**JOB DUTIES/RESPONSIBILTIES**
- Works as the front-line customer service representative for both Utility and Public Works departments
- Serves as the first point of contact to respond to inquiries and complaints concerning Utility and Public Works related matters
- Provide administrative support to the Utilities Coordinator-II, Manager of Utilities and Public Works and Public Works by creating and delivering professional correspondence, various reports, presentations, and communication
- Provide clerical and project coordination support to the entire Outside Operations Department
- Liaise with staff, outside agencies, and customers in a professional and courteous manner
- Ensure customer information is up to date and that new accounts are created in a timely manner and close or adjusted as required
- Assist the department staff with training programs, coordination and preparation of department work plans, audits, and reviews
- Create a variety of technical and paralegal letters, memos, reports, and forms for various sources, including confidential correspondence; updates and maintains various records, filing systems, and statistical data; logs and distributes departmental mail and drafts routine correspondence
- Assemble, produce, and distribute various agendas and minutes; acts as a recording clerk when required
- Provide support with a variety of Human Resource related personnel forms and letters for the department staff
- Assist staff with scheduling inspections, appointments and training
- Assist with implementing annual operating and capital budgets
- Process A/P vouchers, purchase card submissions, and travel forms for departmental staff
- Run and submit daily payment report to Finance at the close of each day
- Assist in preparing information packages and letters for stakeholders including water conservation measures
- Ensure consistency with the website information and provide newsletter and correspondence that informs users of the Utility & Public Works operations
- Maintain records of complaint and dispute files and report on them accordingly
- Assist with development, maintenance and instruction concerning Department requests for service
- Update the required information within the Emergency response plan on an annual basis or as needed
- Perform other duties and responsibilities necessary to the performance of the position or as assigned by the Utilities Coordinator-II

**KNOWLEDGE/SKILLS/ABILITIES**
- Strong computer skills with proven working knowledge of Microsoft Office (Excel, Word, Outlook, etc.)
- Strong customer service and communication skills, both written and oral
- Thorough knowledge of the responsibilities, functions and operations of WFN Government
- Thorough understanding of the confidentiality and sensitivity of issues and material associated with Law, Policy and Procedure compliance and Emergency Management
- General understanding of relative legal documents, permits and procedures
- Demonstrates strong administrative skills as well as the ability to set priorities and multi
- task in a fast-paced environment
- Ability to take precise

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