Administrative Assistant- Development , Engineering and Operations- Closes Dec 11

Administrative Assistant – Development, Engineering & Operations

Key Duties and Responsibilities

1. Receives calls and visits from the public, discusses issues, provides clarification, records requests for service and forwards to the appropriate person for action and/or follow-up.
2. Receives all Development, Engineering and Operations work orders and refers to appropriate manager for staff assignment.
3. Issues work orders for Transportation and Utilities and other services as required and updates work order system when tasks are complete.
4. Provides administrative support for all areas of Development, Engineering and Operations including Utilities, Transportation, Safety Codes, Development and Trades.
5. Performs clerical tasks associated with performing regular job duties, including (but not limited to) booking training and accommodation, preparing and issuing invoices, tracking and receiving payments, collects department advertising and submits to Corporate Services, maintains department records and drafting correspondence and documents as assigned.
6. Processes requests to purchase cemetery plots, coordinates openings/closings of plots, and issues invoices, and may involve meeting onsite and coordination with a funeral director.
7. Coordinates Community Cleanup and recycling programs.
8. Scans and files safety codes and development documents into the tax roll and/or applicable files.
9. Coordinate coverall orders and returns with 3^rd party vendor and ensure information required is tracked on a bi weekly basis and reported to accounts payable.
10. Organizes, maintains and digitizes the file storage room in DDEO, including scanning and/or storage of engineered drawings.
11. Provides administrative support for Protective Services out of the fire hall a few days per month.
12. Collects key performance indicator data from operational staff and updates to Cascade.
13. Performs other duties as assigned by the Director of Development, Engineering, & Operations.

Knowledge, Abilities and Skills

• Excellent customer service skills (active listener, effective communicator, adaptable, attentive, friendly, empathetic, patient, dependable, problem solving, conflict resolution, responsive, helpful to public and timely).
• Knowledge of the services delivered by the Department and the applicable policies and bylaws. 
• Ability to work in a matrix management environment supporting multiple managers and staff.
• Knowledge of office administration practices and processes.
• Must be able to maintain confidentiality.

• Ability to provide accurate and timely information to clients, as well as handle and resolve customer inquiries and complaints.
• Ability to work independently with minimal supervision and within a team environment.
• Ability to interpret, implement, and adhere to organizational policies, procedures, and relevant legislation.
• Ability to type rapidly and accurately.
• Excellent organizational skills, multitasking and ability to prioritize tasks in a demanding and dynamic environment.
• Proficient in the use and application of standard office equipment.
• Proficiency with Microsoft Office (Outlook, Word, Excel, and PowerPoint).
• Ability to learn and use Diamond, GIS, eSites and other related computer programs and software.
• Ability to communicate effectively in both verbal and written forms.
• Collaborative team player. 
• Ability to perform the duties listed above to a high degree of quality, timeliness, and precision.

Education and Experience

This position requires the following minimum qualifications:

• A high school diploma supplemented with a two year diploma in Office Administration, or equivalent.
• One year of related experience.
• Possession of a valid Class 5 driver’s license

Independence and Scope of Impact

Decisions and problems are varied and require the incumbent to use some judgement and discretion within policy, codes, and/or legislation.  Managers to be consulted in cases where several options are available.

Decisions or actions could result in serious losses of time or resources or cause significant embarrassment within the organization and limited impact on public image.

Contacts

Internal – Regular contacts are maintained with Department Heads and co-workers to share information regarding a variety of matters related to Development, Engineering and Operations.  

External – Significant contacts are maintained with the public, involving the exchange of information and dealing with or settling requests, complaints and clarifying information with respect to the Development, Engineering and Operations department.

Supervision Given

Supervisory or specialist advisory responsibilities are not normally part of the job, but there may be a requirement to show others how to perform the work. 

Working Conditions

The work is performed in a typical office environment.  The incumbent is required to sit for several hours during the day and involves frequent use of computers.  The nature of the work demands that the incumbent be interrupted regularly by phone calls or customers.