Clerk, Road Maintenance Operations

**Job Description**:
**JOB TITLE**:CLERK, ROADS MAINTENANCE OPERATIONS & FLEET

**DEPARTMENT**:PUBLIC WORKS & ENGINEERING

**POSTING NUMBER**:106278

**NUMBER OF POSITIONS**:1

**JOB STATUS & DURATION**:Full Time Permanent

**HOURS OF WORK**:35 hour workweek

**LOCATION**:Hybrid Model*- when working onsite, you will report to the location of Williams Parkway Operations Centre.

**SALARY GRADE**:10

**STARTING SALARY**:$1,075.90 per week

**JOB TYPE**:Union

**POSTING DATE**:October 30, 2024

**CLOSING DATE**:November 5, 2024

**AREA OF RESPONSIBILITY**:
Reporting to the Coordinator, Street Lighting, this position provides administrative and operational support to the department and delivers internal and external customer services including: departmental information and records management; scheduling meetings and updating calendars; budget operations processes; communication channels and reporting; and contributes to staff orientation and training.
- Maintains detailed log of service requests and inquiries that are received and retain accurate documentation
- Responsible for processing time entry, ensuring shift premiums, overtime, upgrades, time off and allowances, meals and mileage are calculated correctly and supporting documentation is accurate
- Provide on-site departmental records management support by cataloguing reference materials, handling file creation, classification, maintenance and retrieval, and ensuring corporate record standards and legislative requirements are met
- Coordinate the collection and distribution of information from City staff and external agencies, being mindful of time sensitive deliverables
- Schedules and prepares department/division meetings, including regular meetings with Councilors, visits by government representatives and external agencies, and ad hoc - as requested by department staff
- Contacts various utility companies, including Hydro One, Rogers and the Region of Peel, to schedule stake-outs to confirm location of cables, wires, pipes, etc.
- Maintains knowledge of Financial Services, Purchasing and Accounts Payable sections standard operating procedures (SOPs), by-laws, processes and procedures for optimal budget/accounts business initiatives, programs and projects and to respond to budget related inquiries
- Processes and monitors purchase orders, invoices, requisitions, and relevant forms, ensuring that documentation is accurate, attached, and appropriate approvals are obtained
- Creates, logs, maintains, and dispatches related service requests received from internal contacts to appropriate staff for follow-up and issue resolution
- Assists in the communication of information, staff news, changes and updates for Managers to their staff, internal staff and external agencies
- Maintains knowledge of City policies, practices, processes, standard operating procedures, by-laws, legislation and regulations
- Creates and maintains tools and methods to streamline processes and meet operation needs efficiently
- Supports seasonal staff by completing timesheets, tax forms, providing information and administrative assistance

**SELECTION CRITERIA**:

- High School (Grade 12) graduation plus an additional program of over one year and up to two years in Office Administration or equivalent
- Over 2 years, up to and including 4 years
- Working Knowledge of Microsoft Office Suite.
- Exceptional written and verbal communication and interpersonal skills with an emphasis on customer service.
- Professional, diplomatic and tactful.
- Ability to work independently and as part of a team.
- **_Various tests and/or exams may be administered as part of the selection criteria._

**Interview**:Our recruitment process may be completed with video conference technology.

Applicants who do not meet the educational requirements but have direct related experience may be considered.

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