Public Works Divisional Assistant

POSITION DESCRIPTION

Department: Public Works
Reports to: Public Works Managers
Effective Date: January 1, 1994
Positions Supervised: 0
Revised Date: May 2019

POSITION SUMMARY:

Provides professional and confidential administrative support to staff within their respective Public Works division, including supporting legal processes, documents, customer service, procurement support, records maintenance, and performing general office duties.

KEY ACCOUNTABILITIES:

• Provides the following support services within a division of the Public Works department:
  • Assist Billing Agents and customers with investigating water bill errors and irregularities by trouble shooting and providing information regarding rate structure, reserve policy and mandatory service area billing. Obtains management approval as required.
  • Support the purchasing process by assisting staff with the utilization of the electronic purchasing system, as well as inputting and publishing bidding requirements and uploading and formatting related documents within the electronic bidding system.
  • Provides administration and coordination of legal documents including, but not limited to, solicitor real estate transactions (acquisition and disposal), severances, easements, leases, encroachments, constructions contracts, agreements and registered agreements.
• Draft, format and compile information for various reports including Council Reports, for submission to and review by the divisional Manager and Director of Public Works. Assist with any follow-up actions resulting from Council meetings, as required by the Director of Public Works.
• Process and review various documents including reports, invoices, compliance applications, contracts, ads, labour/performance bonds, and payment certificates.
• Process service requests, inspection orders, and track operational issues, providing onsite administrative support, and assisting with special projects.
• Receive and attempt to resolve service related complaints, concerns and questions in a timely and responsive manner. Refers and escalates to the appropriate individual as necessary.
• Create and maintain databases and support various work processes, including service requests, DWQMS audits, capital projects, utility locate requests.
• Acts as the primary divisional contact for orientating staff and problem solving issues and challenges related to the scheduling software.
• Performs other duties as assigned

QUALIFICATIONS FOR SUCCESS:

• Post-secondary education from a secretarial/clerical program or related discipline.
• Demonstrated experience supporting services and programs. Experience working in a municipal and/or Public Works environment is an asset.
• An equivalent combination of education and experience may be considered.
• Ability to demonstrate the required competencies for this position in alignment with Oxford County’s competency framework.
• Demonstrated ability to prioritize multiple deadlines, changing priorities, and pay attention to detail while taking direction from multiple individuals.
• Demonstrated ability to work independently and collaboratively as a team.

COMPETENCIES FOR SUCCESS

• Individual Contributor

WORKING CONDITIONS:

• Works in an office environment with frequent keyboarding.
• Sitting for extended periods of time.