Summary of Duties:

Reports to a Division Manager, providing administrative support to Professional Engineers and Technologists in the Division.  Performs duties of an administrative, customer service, clerical, confidential and financial nature, to support the operation of the Division.

Work Performed:

Acts as the central point of the divisional unit for consultants, contractors, elected officials, general public and internal administration, to ensure timely response by the Division.

Provides quality customer service to the public by telephone and in person, taking the initiative to employ problem-solving techniques, directing more complex issues to the appropriate managerial staff and providing Divisional and Departmental information.

Obtains information and refers emergency and more complex situations appropriately.

Prepares and maintains files for confidential correspondence under the direction of the Division Manager IV.

Receives and transcribes dictation and prepares all forms of correspondence, agendas, minutes, reports, statements and forms, assuring grammatical and arithmetical accuracy.

Types and formats reports to Standing Committees.

Receives and processes mail, maintaining a record of all incoming mail in data base software.

Maintains, updates, and coordinates division filing systems.  Initiates and maintains an appropriate file numbering system for all correspondence.

Arranges meetings, appointments and interviews with internal and external contacts.

Operates standard office equipment, including personal computer, photocopier and fax machine.

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Prepares time sheets and vacation schedules.

Prepares payment vouchers and purchase requisitions, and expedites a follow-up system for accounts payable.

Receives and records cheques from Contractors for Plans and Tender Documents, returning same following award of contract.

Compiles Standard Contract Documents for Municipal Construction Projects on behalf of the Environmental and Engineering Services Department.  Maintains data base of all recipients and distributes document updates, ensuring payment is received.

Maintains an adequate supply of office supplies, liaises with service personnel for office equipment and ensures office is opened/closed in a secure fashion.

Coordinates Divisional computer and telephone needs with Technology Services Division.

Acts as Secretary for the Utilities Coordinating Committee twice monthly as required.  Transcribes minutes and distributes to utility representatives throughout the City.

Provides orientation and training in office procedures and equipment to new staff.

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Arranges external seminars, assisting with facility selection and registration.

Provides daily support to other Engineering Divisions, with the above-noted customer service, mail processing and typing duties.

Performs related duties as assigned.

Qualifications:

One year or a two year Community College Office Administration Diploma.

Experience:

Six months to one year related experience.

Specialized Training & Licenses:

Skills and abilities in the following areas are necessary:

Demonstrated proficiency in wordprocessing, spreadsheets and various software.

Compensation & Other Information:

$36,996 - $53,332 (Level 5)

This posting is for 1 permanent, full-time position.

Current hours of Work: Monday - Friday from 7:30 a.m. to 3:30 p.m.

Work Arrangement: Onsite. Subject to change in accordance with business requirements.

These hours of work are subject to change in accordance with the Collective Agreement and may include evening hours and Saturdays.

NOTE: Applicants may be required to complete a job related test.

Police Record Check:

The successful candidate will be required to complete a Criminal Record Check (CRC).