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Administrative Coordinator, Water and Waste Services
2 months ago
The City of Whitehorse is seeking a highly organized and detail-oriented Administrative Coordinator to join our Water and Waste Services team. As a key member of our operations team, you will be responsible for providing exceptional customer service and administrative support to our department.
Duties and Responsibilities:- Monitor and respond to customer inquiries and concerns in a timely and professional manner.
- Coordinate and process various applications and permits, ensuring compliance with procedures and regulations.
- Perform financial duties, including calculating fees, receiving payments, and preparing invoices and bank deposits.
- Direct requests and prepare work orders, including calculating labour charges and preparing invoice requisitions.
- Provide administrative support, including scheduling appointments, arranging meetings, and drafting correspondence.
- Assist in preparing and monitoring budgets for administrative supplies, equipment, and customer service areas.
- Make recommendations to the Operations Administrative Supervisor regarding fees for services provided by the Water and Waste Services Department.
- Input, retrieve, and maintain data in various databases, including citizen complaints and employee training records.
- Maintain the Water and Waste Services portion of the City's website and develop routine and specific advertisements for posting.
- Coordinate department-wide employee training and complete funding proposal application forms.
- Responsible for securing cash received, confidential information, and the public entrance into the building.
- Follow established safety procedures and standards.
- Act as Supervisor, Operations Administrative, as required.
This is an extremely busy office setting, serving in-person and telephone customers, often dealing with angry or negative complaints. Almost continuous interruptions are expected due to high volumes of traffic, both internal and external.
Knowledge and Skills:- Office Administration certificate with basic accounting
- Previous experience in a related field, requiring the ability to prioritize a diverse workload
- Experience in a municipal or utilities environment is considered an asset
- On-the-job training - 6 months
- Standard First Aid Certificate, CPR Level C
- Attention to detail, good communication skills, strong customer service orientation, interpersonal, organization, and priority setting skills
An equivalent combination of education, training, and experience may be considered.
Required Equipment to Operate:Alarm monitoring systems (Scada and Patriot), computer with applications such as Outlook, Word, Excel, Access, ERP, ADP, AS400, CLAIMS, Web page software, and communications and office equipment.
