The City is committed to fostering a respectful, inclusive and equitable workplace which is representative of the community we serve. We welcome those who have demonstrated a commitment to upholding the values of equity, diversity, inclusion, anti-racism and reconciliation. Applications are encouraged from members of groups that are historically disadvantaged and underrepresented. Accommodations are available during the hiring process, upon request.
The Administrative Assistant collects, analyzes and reconciles data. The position requires data entry into the Asset Management Systems, Infor EAM, 311, Physical Objects (for Records Management), and Excel. In the receptionist role, this position is the key liaison between the public and the business unit. The primary focus in this role is to provide front-line exceptional reception and customer service to our clients, respond to and provide direction for internal and external customers. Primary duties include:
Data Management – Consolidating information from various sources into different software (i.e. Asset Management Systems).
Interpret written and oral information from internal and external customers.
Reconciliation of work orders in asset management and 311 systems.
Data entry and data retrieval for internal/external programs (i.e. frozen pipes, cart maintenance).
Assist in the assessment and data entry of records into Physical Objects.
Receive missed collection s and enter into 311 for tracking and ing purposes.
Guest Management/Reception duties.
Assist with training and troubleshooting of office equipment.
Mail distribution, updating of procedural and position manuals.
Liaison with Facility Management via Service Work Order (SWO) software.
Draft and edit general correspondence for internal and external customers, meeting minutes, agendas, etc.
Recruitment assistance – booking interviews, photocopying interview guides, handling candidate declaration forms.
Qualifications
High School Diploma or equivalency (e.g. GED) with at least 2 years of experience in Business Administration, Data management, Customer Service or a related field OR;
A completed 1 year certificate in Business Administration and at least 1 year of related experience.
Basic proficiency with Microsoft Office (Powerpoint, Excel, Outlook and Word) is required.
Knowledge of and previous experience using 3-1-1 would be considered an asset.
Success in this position requires the ability to keep track of details and respond in a timely manner.
Strong communication, collaboration and customer service skills are essential.
The ability to multi-task, prioritize and action time sensitive requests.
The ability to make independent decisions while adhering to established processes.
Pre-employment Requirements
Successful applicants must provide proof of qualifications.
Union: CUPE Local 38
Business Unit: Waste and Recycling Services
Position Type: 1 Temporary Part-Time position (up to 22 months)
Location: 480, 36 Avenue S.E.
Compensation: Pay Grade 4 $27.10 – 36.21 per hour
Days of Work: This position will work Mondays, Tuesdays and Fridays
Hours of work: Non-Standard 22.5 hour work week
Audience: Internal/External
Apply By: July 31, 2023
Job ID #: 308102
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