Administrative Assistant

Employment Status: Secondment (FT)
- Pension
- Weekdays - Days

**Administrative Assistant - Transportation/City Utilities**

**Competition Number**: 15899

**Primary Work Location**: Waterloo Service Centre

**Posting Status**: Internal / External Job Posting

**Hourly Range**: $32.25-$40.31 (Band J)

**Number of Positions**: 1

**Employment Group**: Staff Association

**Job Status**: Temporary, Full-time (up to 24 months)

**Posting Release Date**: February 26, 2025

**Hours of Work**: 35 hours / week

**Posting Closing Date**: March 13, 2025

**Why work with us**:
The City of Waterloo is a rewarding place to work. Each day, you will support and/or participate in the delivery of services that impact residents of this city, making it a great place to live, work and play for everyone.

Home to two world-class universities, a top-ranked college, a tech ecosystem, entrepreneurs and small businesses, there is a readiness to do things differently in Waterloo. Our vision is to be a leader in sustainability and to build a future-ready community for all. We are committed to workplace wellbeing and providing an inclusive, safe and enjoyable work environment.

For more information about the City of Waterloo’s **Strategic Plan, Vision, Values and Guiding Principles,**please click here**:City of Waterloo 2023-2026 Strategic Plan**.

**What we offer**:

- Supportive and caring organization that promotes respect, inclusivity, health, safety and wellness;
- Dedication to the organization’s commitment to Reconciliation, Equity, Accessibility, Diversity and Inclusion through ongoing training and access to related programs and workshops, opportunities to connect with others around topics of social justice and equity, and opportunities to be involved with the initiatives that guide this corporate journey;
- Certification as a Living Wage Champion;
- Defined Benefit Pension Plan (OMERS) eligibility for all employees;
- Flexible work schedules, paid vacation and personal days, and the opportunity to bank overtime;
- Substantial internal and external training and development opportunities;
- Opportunities to get involved and give back to the community;
- Employee-wide events, activities, site visits, BBQs, etc.;
- Complimentary FitPass for City of Waterloo employees and family members for leisure, swim, and fitness drop-in programs; and,
- So much more

**What you will do**:
Reporting to the Director Transportation and Director City Utilities, your primary responsibilities will include, but are not limited to, the following:

- Provide administrative support to the Director of City Utilities and the Director of Transportation Services
- Provide administrative support to other staff within the two divisions as reasonable
- Schedule and coordinate meetings for the Directors, prepare agendas, record and prepare accurate minutes including committees of Council (WACAT)
- Administer attendance for hourly/contract staff, and crossing guards within Transportation Services
- Vacation entry and calendar input for staff
- Create and follow-up of Purchase Orders and cheque requisitions for both City Utilities and Transportation, acting as back-up for Parks, Forestry and Cemetery Services as required
- Provide research and support for technical and special projects
- Provide updates for Leaf Collection Program in November
- Monthly invoicing for road occupancy permits, asphalt and concrete billings, and sewer charge outs as well as Winter control billings
- Organize and coordinate team meetings/events for both divisions
- Purchase of supplies, services or workshop/seminar payments as required for the division (payment by purchase order or credit card)
- Assist with payment of credit cards for City Utilities staff
- Receive claims, track, and respond to Insurance Pool, collecting information and compiling claims reports for City Utilities
- Liaise with other departments, divisions and committees to coordinate work and obtain information
- Update web-site as required
- Other administrative duties as assigned

**What you will bring**:

- Post-secondary diploma in office administration or other related program with a minimum 2 years of previous administrative experience; equivalent combinations of education and experience will be considered
- Intermediate level proficiency with MS Office
- Word, Excel, PowerPoint, Outlook, Access and the ability to use/learn database programs such as Maximo, Amanda and PeopleSoft
- Proven organizational and time management skills
- Ability to manage changing priorities and fluctuating work volumes
- Effective communication and interpersonal skills with commitment to outstanding customer service to interact effectively with all internal and external business partners
- Previous work experience in a technical setting (Science, Engineering, Civil Construction) is considered an asset
- A passion for promoting and maintaining a healthy and safe workplace and the ability to work respectfully and effectively in a tea