Admin Support 4 - Environmental Services

Lloydminster•Lloydminster, AB

2d•CA$31 - CA$34•Onsite

About The Position

Reporting to the Director, Environmental Services, this position is responsible for providing advanced administrative functions to the Environmental Services management team. The role involves general administrative duties, coordination of services and projects, accounting support, and other related duties as required. The position is office-based with normal working hours Monday to Friday 8:00 am – 5:00 pm, with occasional requirements to work outside these hours.

Requirements

Completion of post-secondary Certificate in administration or business from a recognized institution.
Five years related office experience.
Strong computer skills including Microsoft Office, including Outlook, Word and Excel and other internet/intranet software programs are essential. Must be able to train and assist staff with the use of software applications.
Is self-motivated with the ability to work independently with no direction.
Strong conflict resolution skills with the ability to respond to customer concerns. Have the ability to negotiate with the end user to achieve a positive solution.
Strong communication skills with the ability to converse both verbally and in written correspondence with all levels of staff, and all external stakeholders or partners. Be clear and concise while providing relevant information in person, phone, or email.
Be able to multitask, stay organized, have a strong attention to detail and meet deadlines while working under pressure.
Excellent interpersonal skills that contribute to working effectively in a diverse working environment.
Must have strong time management skills to balance changing priorities while maintaining accuracy.
Demonstrate strong problem solving, decision making, organizational and research capabilities.
Shows a team player attitude, creates a working environment conducive to team achievement, productivity and competence with colleagues.
Have a high standard of ethics and 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

Provide general administrative duties including answering phones, directing the public, ordering supplies, handling inter-office mail, taking and compiling meeting minutes, inputting data, completing purchase orders, creating invoices, and forwarding documents to the appropriate department or person.
Provide excellent customer service by responding to customer needs in a timely, professional, helpful and courteous manner; strive to consistently meet service standards; and follow up with customers during and after delivery of services to ensure that their needs have been met.
Provide support formatting documents and maintenance of records ensuring a professional and accurate end product.
Draft, format, and proof-read documents for signature and approval.
Provide administrative support and coverage within the department and throughout the facility as required.
Provide administrative training and support within the department as required.
Attend Safety meetings, document minutes for review, approval and filing.
Keep a comprehensive filing system of all minutes from Safety Meetings and all monthly inspections.
Provide administrative assistance to key projects identified by the department.
Provide administrative and operational support for curbside collection services. Act as a liaison between the service provider and residents to address curbside collection concerns.
Track and follow-up concerns and requests for new cart deliveries, cart replacements, missed collections and cart repairs. Manage and update requests received from Report A Concern.
Assist in implementing information/educational campaigns for curbside services.
Generate Utility Reports for Council detailing monthly landfill tonnages and diversion rates.
Generate quarterly and yearly Multi-Material Stewardship Western Report for recycled paper and packaging.
Assist in developing processes and administrative systems for Environmental Services.
Facilitate and spearhead the annual HHWRU and Pitch in Week, including coordinating and supporting the external event Committee, volunteers, sponsors, and community partners.
Coordinate with internal and external stakeholders and prepare the ARMA grant application package for HHWRU submission and approval.
Provide support to managers in project management by keeping accurate project meeting minutes, contract documents, and budget tracking. Assist managers within the department in data analysis as required.
Complete monthly landfill billing for external customers every first and second business day of each month. Assist in verifying and addressing concerns on landfill charge disputes.
Complete monthly Septic Receiving Station billing for external customers.
Facilitate disbursement and balancing of crushed concrete inventory.
Assist in managing data input into the landfill software; creation of accounts, reports, rate update, scale notification for overdue accounts and general data set-up.
Provide support to the Utility Billing Department with accounts maintenance for the Stormwater Utility including property alterations and rate verification.
Provide collection efforts for outstanding accounts for Environmental Services invoices.
Create Purchase Orders (PO’s), custom work invoicing, and progress payment processing for Capital Projects.
Process monthly payments for Curbside Collection including verification of GFL charges for collection tonnage and curbside services house count.
Other related duties as required.