Job ID #32131: District Operations Support Coordinator

City of Hamilton•Hamilton, ON

9d•CA$35 - CA$38•Onsite

About The Position

Reporting to a District Superintendent, Roadway Maintenance, this position supports the Roadway Maintenance District teams by performing administrative duties and assisting with the achievement of monthly and annual operational compliance across various divisional metrics.

Requirements

Proven excellent customer service, interpersonal, verbal and written skills; demonstrated ability to establish and maintain effective working relationships.
Demonstrated experience with data entry which may include customer enquiries, payroll data, accounts payable or receivable.
Excellent knowledge of computer applications in a Windows environment, working knowledge of Windows 10, Microsoft Word, Excel, Outlook, Hansen, PeopleSoft, D365 Enterprise and MMS.
Must be able to communicate effectively, both verbally and in written form with all levels of staff.
Time management, problem solving skills and the ability to meet multiple deadlines is a must.
Ability to carry out all facets of the work independently and as part of a team. Must possess initiative and good judgement and be able to work independently.
Demonstrated ability to maintain confidentiality, exercise good judgment and discretion in dealing with sensitive matters. Experience with conflict resolution and demonstrated ability to handle sensitive/difficult conversations.
A valid Class "G" Driver's Licence and proof thereof is required after hire.

Nice To Haves

Progressive experience in a municipal office environment.
Knowledge of Computerized Maintenance Management Systems, PeopleSoft and Project Management software would be considered an asset.

Responsibilities

Composes, word processes, and proofreads correspondence, spreadsheets, agendas, minutes and reports of a general, confidential and technical nature ensuring corporate formatting standards are followed by divisional staff; prepares MS PowerPoint presentations.
Liaises with and supports District Superintendents, District Supervisors, and Manager to facilitate the efficient operations of the Roadway Maintenance section.
Coordinates schedules and arranges for meetings using MS Outlook for staff, public consultation, union and labour/management meetings; maintains calendar. Books facilities, organizes the delivery of presentation equipment, prepares necessary documentation and provides for refreshments when required.
Performs data entry into PeopleSoft and computerized Maintenance Management System.
Assists and supports the District Supervisors with hired equipment and contractor paperwork completion, reviews and submits to the Operations Services Representative. Compiles the hours for winter contractors and submits directly to Accounts Payable to assist in prompt payment of contractors. Reviews route completion i.e. GPS reviews for contracted equipment and assists with facilitating vendor performance for various Roadway Maintenance Contracts and programs.
Supports the District Supervisors/Superintendent with organization and coordination of the operational unit; as assigned, review work priorities to meet deadlines and emergency responses.
Liaises with other Divisions and Stakeholders as required.
Maintains an office filing system, including confidential files, reference materials, reports, and general correspondence. Maintains confidential staff records such as correspondence, training summaries and disciplinary action.
Develops notices, information packages, spreadsheets and charts for staff, other departments, elected officials, the public and outside agencies.
Coordinates general office functioning tasks by requisitioning and maintaining an inventory of office supplies and equipment. Assists with office equipment malfunctions, sorting and distributing incoming mail, processing outgoing mail, courier deliveries and receipts, posting information on bulletin boards.
Coordinates with Business Initiatives for the ordering of yard supplies/tools based on the needs of the yard and instructions from the supervisor(s).
Reviews dashboards and divisional metric compliance e.g. MMS, monthly Health and Safety, Winter dashboards, Worksite inspections etc; report monthly completion to the superintendent prior month end.
Reviews logs for accuracy and correct use e.g. asphalt logs, timesheets, as well as electronic files/folders/drives to ensure consistency across Districts.
Liaises with the Divisional Training Coordinator and Business Services Liaison. Coordinates training and onboarding requirements based on seasonal and operational needs. Assists District Supervisors with the onboarding and refresher training of new and existing staff, including detailed documentation of training completion to ensure compliance.
Assists with creating, coordinating, and managing vacation schedules, notifies the Supervisors and Superintendents of any issues.
Assists with the creation of new SOPs and work instructions as they relate to service enhancements, new innovative equipment and service level enhancements.
Tracks invoices and monitors outstanding balances; prepares and processes cheque requisitions and purchase orders; checks and verifies monthly expenditures.
Works with other divisional administrative staff to ensure telephone and area coverage is maintained during absences such as vacation, lunch hours, meeting attendance, breaks, etc; Assists and supports Administrative Assistants on multiple activities in ensuring divisional deadlines are adhered to and established procedures are followed.
Works in accordance with the provisions of applicable Health and Safety legislation and all City of Hamilton corporate and departmental policies and procedures related to Occupational Health and Safety.
Performs other duties as assigned which are directly related to the responsibilities of the position.