About the Role:
12-Month Contract
Looking for a role where you can put your leadership and organizational skills to use, support a great team and take on a variety of responsibilities? As the administrative lead for the City’s Municipal Works Department, you’ll supervise a team of eight and play an important role in keeping day-to-day operations running smoothly.
You’ll have the opportunity to work on everything from budgeting and process management to team leadership and problem-solving, while working closely with people across the organization. If you enjoy keeping things organized, supporting others and being the person people can count on, this could be a great fit for you.
What You'll be Doing:
- Provide supervision and leadership, in conjunction with the development and execution of processes and policies for the department and administrative team of 8 employees.
- Responsible for overseeing all time and attendance functions for CUPE150/CUPE 157 and all other Operations staff including Management.
- Prepare, input and administer the department's Overhead Operations budget together with the preparation and input of the Equipment Maintenance budget.
- Monitor budget lines through monthly operating statements, variance reporting and budget forecasting as required.
- Coordinate with the Managers of Operations to ensure that all CUPE 150/157 Contract policies, call-in lists, call-in procedures, General Rules of Practice are maintained in an up-to-date format and implemented correctly in a timely and efficient manner.
- Assist in the application of the Collective Agreements, adhering to it articles and disciplines for CUPE150/CUPE157.
- Liaise with outside agencies to obtain and provide information related to the department’s operations including but not limited to Niagara Regional Police, Ministry of Transportation, Ontario One Call and Niagara Region.
- Supervise the recording and allocation of charges and invoices to proper accounts for all activities including labour, equipment, Contractors and any other material/miscellaneous costs through Maintenance Management software.
- Supervise the processing and issuance of billing requests for Operation's services.
- Provide customer service and documentation for public enquiries and complaints, relating to activities and services of the Operations division to support timely resolution.
- Retrieval of required research material, data/files and compile reports to resolve concerns and questions.
- Create/manage the efficiency of the department's business processes and software programs for the collection and allocation of all department costs, initiation of miscellaneous recovery billings and maintenance of departmental records (facilities, equipment & infrastructure).
- Liaise with Citizens First and other corporate departments to support timely resolution of complaints and ensure, when required, that all process and procedure improvements are implemented.
- Manage the preservation, tracking, retrieval and disposal of all department records and files at the Lake St Service Centre in accordance with approved practice and retention schedules.
- Process and authorize accounts payable, credit card statements, standing order payments and hired equipment rentals.
- Provide word processing, clerical, data entry and file management services as required and all similar and related duties as assigned.
What's Required:
- Completion of a three-year College Diploma in business administration or a related discipline.
- Three (3) years’ experience providing senior management/executive level administration and/or municipal administration. Municipal, public sector or not-for-profit experience is preferred.
- Demonstrated ability to manage in a unionized environment.
- Experience with complex time and attendance tracking (Kronos).
- Demonstrated excellent organizational and time-management skills.
- Ability to prioritize tasks with a keen awareness and attention to detail.
- Proven problem-solving and decision-making skills.
- Exemplary communication skills with the ability to work well with other department staff and the public in a professional and courteous manner using tact and diplomacy.
- The ability to work in a team environment, liaise with key external and internal stakeholders at all levels of the organization and to function effectively with minimal supervision.
- Sound coaching, supervisory and leadership skills.
- Proven time management skills.
- High ability to maintain confidentiality.
- Knowledge of the Highway Traffic Act.
- Microsoft Office Suite with a high level of concentration in Microsoft Access.
