Drainage Services

This position is temporary for approximately 6 month and is due to a current vacancy. The municipality uses an online questionnaire to screen applications. 
 
Position: Temporary Administrative Assistant – Capital Projects (including Drainage) 
 
Salary: CUPE Pay Band 4, Administrative Level 4 ($31.87 to $37.28/hr rates
 
Union: CUPE
 
Reports to: Drainage Superintendent, Manager - Capital Projects
Purpose of Position:
This position is responsible for performing a variety of clerical duties to administratively support the efficient and effective operation of the Capital Projects Division including Drainage.
Qualifications & Experience:

1 year college diploma in Office Administration or combination of related discipline and experience
1 year of experience in an office environment or a combination of education and related experience
Satisfactory police clearance

Knowledge & Skills:

Demonstrate proficiency in Microsoft Office programs including but not limited to Word, Excel and Powerpoint
Knowledge and 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
Demonstrated proficiency in addressing questions of the public with tact and professionalism
Knowledge of the Municipal bylaws would be an asset
Understanding and reading blue prints would be an asset
Proficiency in CityWorks, CityView, Escribe, Laserfiche, financial software, GIS, internet, etc would be an asset

Major Responsibilities:

Perform administrative duties such as filing, data entry, mail, agenda prep, meeting prep, meeting minutes, information gathering for reports and tenders, etc,
Maintain corporate electronic and paper filing systems and file documents as required
Run all GL's for Drain Tracker schedules for all maintenance projects that were completed in that particular year for leadership review.
Input schedule for engineer reports once capital projects completed into DrainTracker and advises Treasury department of entry.
Provide administrative support for the tender process
Draft by-laws for every drainage report that is submitted from the engineer.
Review resident applications for completeness
Create file for each application received in Division both paper and electronic
Data entry into various databases, software, excel, inventory, etc.
Photocopy, scan or and laserfiche as required
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
Review completion of various forms
Compile data for response to various requests
Take messages
Observe all Municipal policies, procedures, occupational health and safety practices, legislation and regulations, and Municipal by-laws.
Provide customer service as required.
Provide backup to the Public Service Unit for the phones and other general inquires
Other duties as assigned

Decision Making and Judgement:

Work is performed under the general direction of the Managers and Director  
Work is approved or reviewed by Manager.
Expected to comply with confidentiality procedures when handling information

Physical Skill and Effort

Sitting, standing, bending, keyboarding

Interaction Level:
Internal: 

Daily contact with office staff and management

External

Handle questions from the public and provide information
Daily contact with public to provide information 

Working Conditions:
Environment

Works within an office environment

Control over Work Schedule

8:30 a.m. to 4:30 p.m. (35 hours per week).
Occasionally may be requested to work beyond normal office hours subject to the employee's consent in order to meet deadlines.
Overtime as specified in the Collective Agreement with CUPE Local 702.4

Updated:  July 2021
 
Core Competencies

Organizational & filing skills

Accuracy & Attention to Detail

Professionalism

Cooperation

Multitasking

Prioritization

Customer Service

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