Division Assistant

Division Assistant (Water and Wastewater Services)

**Job Number**:3006

**Job Type**: Full-Time
**Location**: 150 Frederick St - Regional Admin Headquarters
**Job Category**: Administration
**Number of Positions**:1
**Department**: Water and Wastewater Infrastructure Management
**Division**: Engineering and Environmental Services
**Hours of Work**: 35
**Union**: CUPE 1883
**Grade**: CUPE 1883 Grade 006
**Salary Range**: $29.59 - $33.49
**Posting Date**:June 18, 2025

**About Us**

The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Waterloo Region is part of the Dish with One Spoon wampum, a treaty guiding our commitment to:

- Taking only what we need
- Leaving some for others
- Keeping the dish clean
- This agreement underpins our vision, mission, and core value, and reinforces our dedication to meaningful reconciliation and equity.
- Waterloo Region is 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 prioritize homes for all, climate aligned growth, equitable services and opportunities and a resilient and future ready organization. Our mission is to provide essential services that enhance the quality of life for all residents, while our core value emphasizes 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.

**The Role**
- Provides program and administrative support, and customer service for the Director, Water and Wastewater Services and the Division.**Duties/Responsibilities**
- Develops, recommends, implements, and maintains new and updated administrative policies and procedures for the Division. Acts as a resource to provides administrative training and support for same.
- Provides data entry support for various teams as requested. Prepares (inputs, formats, proofs) departmental reports and memos per corporate and departmental guidelines and as requested by authoring staff; coordinates the review and approval/signature process; and tracks progress to ensure compliance with report procedures.
- Provides customer service (in person, phone) to the public, businesses, institutions, other levels of government and government agencies, developers, contractors, consultants, utility companies, and neighbourhood associations regarding general program information (e.g., water bills, by-laws, water quality). Assists to resolve issues where possible or refers to program staff as appropriate.
- Assists to administer and maintain the divisional library system, and acts as a resource and provides related training and support to consultants and staff. Tracks signed out documents. Creates and maintains folder structures in document directories. Acts as a resource/trains new staff on information management procedures.
- As records assistant maintains the Division’s filing system, arranges offsite transfers, and ensures disposal/destruction of files, per corporate standards. Digitizes divisional records.
- Creates and maintains divisional information on website/internet (content is provided by other staff), ensuring compliance with accessibility legislation. Posts physical bulletins where appropriate and ensures upkeep.
- Provides quarterly updates on WSIB certificates to divisional staff relating to companies performing work on regional sites.
- Files Ministry certificates of approval.
- Coordinates logistics for meetings, including divisional meetings, public meetings, training sessions, and workshops (e.g., books rooms, arranges catering, processes registration). Provides administrative support for same (e.g., prepares agendas, sets up audio-visual equipment, takes and distributes minutes).
- Provides clerical support related to council reports; ensures staff are aware of report creation procedures and deadlines. Tracks workflows to ensure reports gain approvals by deadlines through e-scribe. Liaises with Clerks on behalf of the leadership team for logístical inquiries as required.
- Maintains the bids and tenders list to ensure easy access and enable efficiencies for leadership team approvals.
- Prepares presentations for program staff, including formatting, design, and graphics, based on notes/content provided.
- Submits facilities work orders (e.g., furniture, repairs, maintenance) and arranges security badges and parking for staff. Maintains a list of divisional computers and coordinates annual replacement schedule with ITS.
- Processes mail, and prepares/coordinates large mail-outs.
- Maintains and orders office supplies and water efficiency promotional and educational materials. Prepares payment requisitions for manager approval. Arranges servicing of office equipment.
- Trains and assigns work to temporary clerical staff and students (approximately twice/month).
- Plans, prioritizes, and organizes work according to priorities set by management.
- Assist