Position: Administrative Assistant – Water Management
Position Group: CUPE
Salary: CUPE Pay Band 4, Administrative Level 4 ($30.04 to $35.14/hr)
Reports to: Division Leader – Water Management

Purpose of Position:
Reporting to the Division Leader – Water Management, this position is responsible for providing administrative support contributing to the efficiency and effectiveness of the operations in the Water Management Division.

Qualifications & Experience:

1 year college diploma in Office Administration or combination of related discipline and experience
1 year of experience in a computerized office environment or a combination of education and related experience
Satisfactory police clearance
Experience in utility administration would be an asset.

Knowledge & Skills:

Demonstrate proficiency in Microsoft Office programs including but not limited to Word, Excel and Powerpoint
Demonstrate proficiency in customer service delivery
Demonstrate proficiency in the 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
Demonstrate proficiency in addressing questions of the public with tact and professionalism.
Knowledge of the Municipal bylaws and Municipality policies would be an asset
Demonstrate proficiency in CityWorks, Laserfiche, GIS, internet, DWQMS etc would be an asset

Major Responsibilities:

Provide exceptional customer service by responding courteously, efficiently and professionally to all incoming water management inquiries, both internally and externally.
Assess incoming requests and initiate action to be taken in the field through work order management system (CityWorks).
Data entry for locates and locate software
Data entry for water compliance spreadsheets and software
Prepare water meters for customer pick up
Perform administrative duties such as filing, data entry, mail, agenda prep, meeting prep, meeting minutes, information gathering for reports and tenders, etc,
Maintain corporate work order and filing systems as required.
Review resident applications for completeness
Data entry into various databases, software, excel, inventory, etc.
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
Take phone calls for all divisions in Operations Department as needed
Observe all Municipal policies, procedures, occupational health and safety practices, legislation and regulations, and Municipal by-laws.
Provide backup to the Public Service Unit for the phones and other general inquires

Other duties as assigned

Decision Making & Judgement:

Work is performed under the general direction of the Division Leader and or Team Leader.
Work is approved or reviewed by Division Leader.
Expected to comply with confidentiality procedures when handling information

Physical Skill & Effort

Sitting, standing, bending, keyboarding

Interaction Level:Internal:

Daily interaction with office staff and leaders

External

Address questions from the public and provide information as required

Working Conditions:
Environment

Works within an open 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: September 2022
Core Competencies
Organizational & filing skills Accuracy & Attention to Detail Professionalism
Cooperation Multitasking Prioritization
Customer Service

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Water - Administrative Assistant - Water