Admin Support 2 - Roadway Services

Lloydminster•Lloydminster, AB

3d•CA$24 - CA$27•Onsite

About The Position

The Admin Support 2 - Roadway Services position is a full-time, continuing role reporting to the Manager, Roadway Services. This position is responsible for providing a variety of general administrative duties, including customer service, managing various systems and spreadsheets, processing invoices and purchase orders, and providing administrative support to different crews. The role requires strong organizational, communication, and problem-solving skills, as well as proficiency in Microsoft Office Suite. The position is office-based with standard working hours of Monday to Friday, 8:00 am – 5:00 pm, with occasional requirements to work outside these hours. A valid Class 5 Driver’s License is also required.

Requirements

Completion of post-secondary certificate in Office Administration or Business Administration from a recognized institution.
One year office administration experience.
Capable of working in computerized office environment, proficient in Microsoft Word, Excel, and Power Point with a strong attention to detail.
Proven phone and email etiquette.
Strong problem solving and conflict resolution skills.
Is self-motivated with the ability to work independently and effectively with a team.
Strong communication skills with the ability to converse both verbally and in written correspondence with all levels of staff, stakeholders and the general public in a clear concise manner while providing relevant information.
Must have the ability to multitask, stay organized and meet deadlines while maintaining accuracy.
Must have strong time management skills to balance changing priorities.
Shows a team player attitude, creates a working environment conducive to team achievement, productivity and competence with colleagues.
A valid Class 5 Driver’s License registered in Alberta or Saskatchewan with an acceptable Driver’s Abstract is required. This position may be required to operate a personal or municipal vehicle for business purposes.
Have a high standard of confidentiality.
Satisfactory Criminal Record Check
Successful applicant must provide proof of qualifications.
Applicants with international education will be required to include an Academic Credential Assessment with application.

Responsibilities

Provides customer service to internal and external customers, screens, and refers customers to the proper department.
Provide excellent customer service by responding to inquiries, requests or complaints from customers and the public in a timely, professional, helpful and courteous manner through online Report A Concern, by phone, email, and when necessary, forwarding to the appropriate department.
Responsible for “Report A Concern” spreadsheet for Roadway Services – tracking and liaising with managers and supervisors to ensure follow up.
Manages the “Report A Concern” website for the Roadway Services Department creating online forms and making any necessary additions/changes to the forms when needed.
Manages “TRAVIS Permitting System” – approving/rejecting and tracking oversized trucks requesting to travel through or around Lloydminster. Coordinates to have traffic lights turned when needed, liaising with customers and supervisor/managers.
Send quarterly TRAVIS Permit Listing Reports and Municipal Allocations to Finance.
Assist Roadway Services Supervisors on Temporary Road Closure Permits applications as a back-up when needed.
Distributes the Lloydminster Answering Service After Hours Call Out spreadsheet to the appropriate contact list.
Updates the Street Clearing map on the City’s website for both Street Sweeping and Residential Snow removal and distributes to the appropriate contact list.
Create the monthly Roadway Services after hours on-call calendar, coordinating with TNS Answering Service and distribute it to the appropriate contact list.
Creates and processes Purchase Orders for management approval and payment.
Processes and documents P-Cards for Roadway Services.
Creates and processes Custom Work Invoicing for billing.
Enters Daily Work Reports into appropriate spreadsheet.
Enter and track sand inventory/disbursements.
Sorts and distributes internal mail to appropriate recipients.
Provides administrative support to Roadway Services crews, Fleet Services crews, Airport crew and Stores crew and occasionally throughout the facility as needed.
Creates and maintains filing and record systems to provide easy access to records and information.
Updates bulletin board for position postings, important information/events and safety.
Attend Roadway Services safety meetings, and document minutes for review, approval and filing.
Assist with inputting Safety Inspections, SVI inspections, and job observations into the approved safety program.
Responsible for data entry, copying, and scanning for Roadway Services.
Other related duties as required.