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Program Assistant

2 weeks ago

Waterloo, Canada Region of Waterloo Full time

Program Assistant (Contracts & Service)

**Job Number**:1883

**Job Type**: Full-Time
**Location**: 925 Erb St W - Administration Building
**Job Category**: Environmental
**Number of Positions**:1
**Department**: Contracts and Customer Service
**Division**: Engineering and Environmental Services
**Hours of Work**: 35
**Union**: CUPE 1883
**Grade**: CUPE 1883 Grade 005
**Salary Range**: $28.21 - $31.92 per hour**About Us**

The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Home to over 674,000 residents and expected to grow to nearly one million by 2051. Guided by our 2023-2027 Strategic Plan, “Growing with Care,” we focus on equity, inclusion, and sustainability. Our mission is to provide essential services that enhance the quality of life for all residents, while our core values emphasize caring for people and the land we share. Join us and be part of a team dedicated to making a meaningful difference in our community.

Dish with One Spoon Wampum:
- Waterloo Region is part of the Dish with One Spoon wampum, a treaty guiding our commitment to:
- Recognizing our shared humanity and land
- Taking only what we need
- Leaving some for others
- Keeping the dish clean
- This agreement underpins our vision, mission, and core values, and reinforces our dedication to meaningful reconciliation and equity.

**The Role**
- Provides customer service and follow-up on complaints/issues with residents regarding waste collection services/programs, including reception coverage. Provides administrative support to divisional staff and programs. Assists to administer the bag fee and waste policy exemption program. Tracks inventory of collection containers and bag tags.

**Duties/Responsibilities**
- Follows up on resident inquiries/complaints regarding waste collection services (e.g., garbage, recycling, organics). Refers escalated complaints to other staff, including supervisor, as appropriate. Enters customer incidents/complaints details into database.
- Educates the public on proper collection procedures, including the placement and preparation of waste, recyclables, and organics. Drafts related letters to residents and property managers.
- Maintains and tracks program inventory (e.g., collection containers, bag tags, promotional materials). Distributes to contractors/public/municipal sites, as applicable. Reconciles inventory of collection containers and submits to Financial & Technical Assistant for invoicing.
- Creates and maintains spreadsheets to track program information (e.g., inventory, sales). Runs related reports.
- Provides administrative assistance to staff, as requested by supervisor (e.g., typing, filing, data input, mail-outs, booking rooms, catering). Processes mail and distributes to staff. Prepares promotion and education materials and props for programs as requested, including public education centre information.
- Orders office and janitorial supplies.
- Dispatches calls using a multi-line telephone system and provides clerical and front desk reception duties.
- Maintains office equipment and provides basic troubleshooting for same (e.g., printers, audio/visual equipment, projector). Arranges servicing, as required.
- As Records Assistant, maintains a filing system, a database of records, conducts file searches, creates files with retention codes, retrieves files, and arranges offsite transfers.
- Backs up the Waste Management Clerk in that incumbent’s absence.
- Performs related duties as assigned.

**Knowledge, Skills, and Abilities**
- Knowledge of office and administrative procedures, word processing, customer service, math, and communication skills, acquired through a grade 12 education plus 3 years of directly related experience.
- Basic knowledge of environmental issues, specifically waste management reduction and collection programs and techniques.
- Knowledge of corporate policies and procedures, and municipal waste by-laws.
- Communication and interpersonal skills to respond to customer inquiries/complaints; promote programs/services; and participate as an effective team member.
- Computer skills with ability to use Microsoft Office, a document management system, and GIS system. Ability to create spreadsheets.
- Ability to travel within Waterloo Region. Ability to support and demonstrate the Region’s values.
The Region of Waterloo is committed to providing accommodations throughout the recruitment process. If you require an accommodation, please notify us and we will work with you to meet your needs. Alternate formats of this document are available upon request. Please contact the Service First Contact Centre at phone number (519) 575-4400, TTY number (519-575-4608) to request an alternate format.