Job Number: 1371
Job Type: Full-Time
Location: 150 Frederick St - Regional Admin Headquarters
Number of Positions: 2
Department: Corporate Security
Division: Engineering and Environmental Services
Hours of Work: 35 hours per week. Monday - Friday 8:30 AM - 4:30 PM
Union:
Grade: CUPE 1883 Grade 006
Salary Range: $29.59 - $33.49
Our Story:
Committed to fostering opportunities for current and future generations, the Region of Waterloo is an inclusive, thriving and sustainable region of connected rural and urban communities with global reach. Our mission is to serve, engage and inspire, by delivering quality services to a diverse population of 630,000+, while creating a healthy, collaborative environment of learning, respect and innovation.
This is a place where employees are valued and recognized for their talents and contributions to our success. Our employees take pride in making a difference in people's lives through the work that we do. We are looking for people like you to help make it happen.
Administers the building security and access control system for regional facilities. Administers parking programs for regional facilities, including parking agreements with external agencies. Provides customer service to staff, tenants, and members of the public.
- Administers the security and access control system for regional facilities, which includes inputting personal information, and preparing, issuing, and tracking identification/access cards. Maintains card access levels, processes changes, and maintains backup data system and call-in for contract support. Modifies access levels and creates new access levels. Informs security staff to initialize panels after-hours.
- Administers the parking program for regional facilities (taxable benefit and pay parking), including monitoring and assigning locations, maintaining records for medical parking, collecting fees, issuing permits, liaising with offsite lot owners, arranging for transmitters/fobs, and receiving and processing invoices for payment.
- Coordinates parking-related program administration, including maintaining files and data for parking infractions/warnings, submitting by-law certification applications for new officers, arranging for training with area municipalities, and coordinating evidence for court.
- Monitors to ensure adequate signage in parking lots, and liaises with area municipalities, fire, and vendors to arrange installation and services.
- Maintains a parking database (e.g., travel days, percentage of taxable benefit, vehicle information). Audits mileage annually to ensure employees are taxed at correct rates and allocated to proper lots. Provides taxable benefit information and updates.
- Monitors parking spaces at offsite lots, advises owners of use, and processes invoices for payment within authorized limit. Invoices departments for leased parking spaces. Receives, records, and forwards parking fees received.
- Arranges servicing for parking machines and electric vehicle charging stations as required.
- Coordinates and records collection and counting of parking meter money.
- Administers use of space agreements for the Waterloo Region emergency services training and research centre. Maintains space booking and collects agreement information from external users (e.g., WSIB, insurance). Has contact with facility supervisor and core user group (e.g., police, fire) to book spaces, respond to questions, and provide administrative support at meetings. Submits information for invoicing.
- Has contact with contact centre representatives to issue parking permits and arrange for temporary parking permits. Arranges employee carpooling and coordinates with internal stakeholders.
- Coordinates parking arrangements for regional special events with cities and parking lot owners, or use of regional parking spaces. Arranges security, invoicing/payment, and logistics.
- Coordinates the addition of new parking agreements/spaces, sources information, and negotiates rates with external providers for management approval.
- Prepares and distributes building notices for parking-related issues and events.
- Troubleshoots software/hardware problems in response to system alerts and notifies security and other staff as appropriate. Places work orders with system vendor when troubleshooting is unsuccessful.
Additional Duties/Responsibilities
- Ensures security systems (e.g., computers, door locks, card readers) are in good working condition by arranging for maintenance or repairs as required. Arranges logistics for contractors/consultants (e.g. access to buildings, building contacts, special requirements) and accompanies contractors and consultants as required throughout buildings.
- Liaises with contracted security guards at regional buildings. Schedules security for after-hours events. Provides contracted security guards with access cards.
- Runs reports related to building and room access as requested.
- Administers the master key system for major facilities, including maintaining storage and identification system, preparing sign-out/distribution logs, issuing keys to authorized staff, and reordering keys as necessary.
- Greets and directs staff, contractors, and members of the public entering the office or on the phone. Responds to requests and complaints regarding divisional services, parking, keys, identification/access cards, or refers to others as appropriate.
- Processes mail and sends routine replies.
- Assists supervisor by recommending updates to policies and procedures for service delivery.
- Performs related duties as assigned.
Knowledge, Skills, and Abilities
- Knowledge of security, investigation, and risk management principles, procedures, and technologies acquired through a related 2 year diploma/degree (e.g., Law & Security, Loss Prevention & Risk Management, Police Foundations) or certification as a Certified Protection Professional (CPP) or Physical Security Professional (PSP) through the American Society for Industrial Security, plus 2 years of related experience.
- Knowledge of general office procedures, as well as reading, writing, math, and communication skills.
- General knowledge of facilities management and fleet services procedures, security systems and procedures, and area municipality parking policies and procedures.
- Communication skills to respond to complaints and requests and participate as an effective team member.
- Ability to complete forms and records, draft standard letters and memos according to instructions, and proofread correspondence prior to distribution.
- Time management, organizational, and problem-solving skills to prioritize work, meet deadlines, and respond promptly to emergencies.
- Computer skills with ability to use software programs such as Microsoft Office (Word, Excel, PowerPoint) and facilities management software. Knowledge of building security system software (e.g., WIN-PAK, ICT) and hardware operation (e.g., cameras, door locks, card readers, access panels).
- Knowledge of and ability to comply with policies, procedures, parking by-laws and enforcement policies and procedures.
- Must provide an acceptable criminal record and judicial matters check for bondability.
- Ability to treat information with confidentiality and discretion.
- Ability to travel within Waterloo Region.
- Ability to support and demonstrate the Region’s values.
Additional Knowledge, Skills, and Abilities
The Region of Waterloo is an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process. At the Region, we respect, encourage and celebrate our diversity. The Region of Waterloo is committed to providing accommodations throughout the recruitment process. If you require an accommodation, please notify us and we will work with you to meet your needs.
Alternate formats of this document are available upon request. Please contact the Service First Contact Centre at phone number (519) 575-4400, TTY number (519-575-4608) to request an alternate format.
Please note: Due to the high volume of applications we receive, only those candidates selected for an interview with be contacted through email. Please check your spam or junk folder occasionally as some candidates have noticed our emails in those folders (Gmail and Hotmail in particular).