Water - Administrative Assistant - Water

**Position**: Administrative Assistant - Water Management
**Position Group**: CUPE
**Salary**: CUPE Pay Band 4, Administrative Level 4 ($30.04 to $35.14/hr)
**Reports to**: Division Leader - Water Management

**Purpose of Position**:
Reporting to the Division Leader - Water Management, this position is responsible for providing administrative support contributing to the efficiency and effectiveness of the operations in the Water Management Division.

**Qualifications & Experience**:

- 1 year college diploma in Office Administration or combination of related discipline and experience
- 1 year of experience in a computerized office environment or a combination of education and related experience
- Satisfactory police clearance
- Experience in utility administration would be an asset.

**Knowledge & Skills**:

- Demonstrate proficiency in Microsoft Office programs including but not limited to Word, Excel and Powerpoint
- Demonstrate proficiency in customer service delivery
- Demonstrate proficiency in the use of office equipment including a computer, photocopier, laminator, projector, phone network system, etc
- Strong verbal and written communication skills to properly communicate with the public and fellow staff members
- Organizational skills to meet deadlines
- Demonstrate proficiency in addressing questions of the public with tact and professionalism.
- Knowledge of the Municipal bylaws and Municipality policies would be an asset
- Demonstrate proficiency in CityWorks, Laserfiche, GIS, internet, DWQMS etc would be an asset

**Major Responsibilities**:

- Provide exceptional customer service by responding courteously, efficiently and professionally to all incoming water management inquiries, both internally and externally.
- Assess incoming requests and initiate action to be taken in the field through work order management system (CityWorks).
- Data entry for locates and locate software
- Data entry for water compliance spreadsheets and software
- Prepare water meters for customer pick up
- Perform administrative duties such as filing, data entry, mail, agenda prep, meeting prep, meeting minutes, information gathering for reports and tenders, etc,
- Maintain corporate work order and filing systems as required.
- Data entry into various databases, software, excel, inventory, etc.
- Schedule meetings appointments, training, etc as requested
- Prepare and code invoices for leadership approval
- Maintain database in order to allow for tracking, information and report preparation including data entry in spreadsheets.
- Scribe minutes at meetings
- Prepare and distribute circulations
- Take phone calls for all divisions in Operations Department as needed
- Observe all Municipal policies, procedures, occupational health and safety practices, legislation and regulations, and Municipal by-laws.
- Provide backup to the Public Service Unit for the phones and other general inquires

Other duties as assigned

**Decision Making & Judgement**:

- Work is performed under the general direction of the Division Leader and or Team Leader.
- Work is approved or reviewed by Division Leader.
- Expected to comply with confidentiality procedures when handling information

Physical Skill & Effort
- Sitting, standing, bending, keyboarding

**Interaction Level**:Internal**:

- Daily interaction with office staff and leaders

External
- Address questions from the public and provide information as required

**Working Conditions**:
Environment
- Works within an open office environment

Control over Work Schedule
- 8:30 a.m. to 4:30 p.m. (35 hours per week).
- Overtime as specified in the Collective Agreement with CUPE Local 702.4

**Updated**: September 2022
Core Competencies
Organizational & filing skills Accuracy & Attention to Detail Professionalism
Cooperation Multitasking Prioritization
Customer Service