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Administrative Coordinator, Engineering

 

Posting Id 1522
Department Planning and Infrastructure Department
Division PID Administration
Rate of Pay $28.77 -$33.84 Hourly
Job Type Part Time
Replacement/New Position          New Hire
Posting Type Internal
Posting Date  
Application Deadline  

 

Position Summary

 

We are seeking a passionate professional with an interest in Engineering services and experience in Administrative support. This position is responsible for supporting the day-to-day operation and administration for Infrastructure and Engineering Services by performing operations tasks and administrative duties within the department. The successful candidate will have expertise in the use of office management practices, processes and software to coordinate schedules, manage document workflow, prepare reports, correspondence and presentation material and ensure requests are responded to in a timely and efficient manner.

Key Duties and Responsibilities

 

  • Providing confidential administrative services to the Director of Infrastructure Delivery and the department and backup support for other divisions as required.

  • Coordinating and arranging on-site and off-site internal and external meetings and events including logistics (e.g. communication, location, meals, equipment, materials/packages, RSVPs and travel/accommodation)

  • Attending department managers/staff meetings, meetings of Committees of Council, agenda preparation, minute taking and preparation, and monitoring/tracking actions emanating from meetings.

  • Researching and providing information as required/requested by Directors/Managers for input into reports, agreements, financial documents, etc.

  • Liaising with management, staff, the public, contractors, council, and members of committees of council and other levels of government to follow up on issues, problems, requests for service, concerns and matters of interest related to Engineering.

  • Assisting the Director and Managers in the assembly of capital and operating budgets

  • Monitoring department’s non-personnel operating budget accounts by keeping track of purchases from these accounts and bringing any discrepancies and issues to the attention of the concerned manager/director.

  • City credit card reconciliation, invoice processing and low value purchase order processing

  • Assisting with staff changes including on-boarding and off-boarding and associated set-up

  • Payroll processing - processing regular reports, identify issues and absence management

  • Providing office administration including:

    • Processing all incoming mail.

    • Ordering office supplies.

    • Expediting email/copy/fax/courier requirements.

Education and Experience

 

  • Post-secondary diploma in office administration or equivalent preferred
  • 3 years of administrative experience
  • Municipal experience is an asset
  • Engineering/operations experience/education is an asset  

 

Required Skills/Knowledge

 

  • General knowledge of local government functions/services, and municipal engineering/operations/parks-related functions.
  • Effective time management and multi-tasking skills with the ability to establish priorities to meet tight and changing deadlines
  • Highly developed customer service skills with the ability to deal with staff, elected officials, and the public with tact, courtesy, discretion and diplomacy
  • Proficiency in Microsoft Office Suite applications including Excel, Word, PowerPoint and Outlook
  • Proficiency in business applications such as SAP, Success Factors, Maximo
  • Ability to retain confidentiality and security of sensitive information and use discretion at all times
  • Strong attention to detail and accuracy
  • Proven written and verbal communication skills
  • Takes initiative to participate in a culture of learning, mentoring and sharing
  • Required to work a flexible schedule, including in the office, remotely and after hours, as required.

 

The City of Richmond Hill is committed to inclusive, barrier-free recruitment and selection processes. If contacted to participate in the recruitment and selection process, please advise Human Resources if you require an accommodation.

Please note, to be considered for a career opportunity at the City of Richmond Hill you must have received the full series of a COVID-19 vaccine approved by Health Canada (or the World Health Organization). You may also be required to receive any COVID-19 boosters recommended by public health authorities.  The City of Richmond Hill will consider cases requiring accommodation as stipulated by relevant employment standards legislation or regulation and/or the Ontario Human Rights Code.