Program Assistant

Program Assistant (Waste Management)

**Job Number**:2143

**Job Type**: Full-Time
**Location**: 1516 Glasgow St - Waste Operations Centre
**Number of Positions**:1
**Department**: Performance and Administration (Waste Management)
**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

**Posting Date**: January 7, 2025

**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 administrative support to the Division, specifically waste operations. Assists to maintain data in the Training Registration System (TRS) and Environmental Management System (EMS); and provides customer service to the public, contractors, and other service providers.**Duties/Responsibilities**
- Provides customer service/reception at the Waterloo waste management operations centre. Maintains the Section inbox. Provides general information; processes requests for customer licence plate changes, or redirects inquiries to management, including complaints.
- Provides administrative assistance to the Division. Creates, formats, scans/files, and distributes documents (e.g., reports, manuals, correspondence, spreadsheets, advertisements, meeting minutes and agendas). Organizes meeting logistics (e.g., books rooms/equipment, arranges catering).
- Assists to maintain divisional data and systems (e.g., environmental management, training registration). Enters data, links documents, and registers employees. Maintains suspension list for non-account customers. Creates/edits financial transactions in the scale transaction database as identified by internal staff and external contractors.
- Assists supervisors to maintain and post schedules, and track and report attendance information (e.g., employee contact information, vacation, attendance, overtime). Checks absenteeism phone line and reports to supervisor.
- Runs reports for supervisors (e.g., density, tonnes, traffic counts, processing time, revenue). Maintains and manipulates spreadsheets.
- As records assistant, maintains divisional filing systems, arranges offsite transfer, and ensures disposal/destruction/retention of files, per corporate standards.
- Processes/coordinates uniform orders for operations staff. Assists staff to complete forms; reviews for completeness; provides to supervisor for approval; submits/receives/verifies order; and distributes to staff.
- Provides information to divisional staff (e.g., uniforms, standard operating procedures, pay stubs, Regional services, policies and programs). Maintains bulletin boards (e.g., health and safety information, job postings, management communications). Distributes interoffice mail and correspondence to staff. Operates a two-way radio, as required, to contact staff on and off-site.
- Assists supervisors to track and monitor purchase orders for purchased services. Submits purchase requisitions (e.g., small vehicle user fee reimbursement, membership renewals). Orders office, janitorial supplies and inventory items from corporate stores. Arranges servicing of office equipment.
- Backs-up some of the duties of the Technical & Financial Assistant (e.g., administration & maintenance of customer accounts).
- Performs related duties as assigned.

**Knowledge, Skills, and Abilities**
- Knowledge of office and administrative procedures, data entry, word processing, math, communication, and bookkeeping/accounts receivable skills, acquired through a Grade 12 education plus 2- years of related office experience.
- Knowledge of and ability to work according to policies and procedures.
- Organizational, attention to detail, and problem solving skills to prioritize work, meet deadlines, and compile data for decision-making, budget preparation, and reports.
- Communication and interpersonal skills to interact with and respond courteously to the public; exchange information with staff; and participate as an effective team member.
- Computer skills with ability to use Microsoft Office Suite. Ability to use off