Operations Clerk

Position Summary

The Operations Clerk provides essential administrative and operational support to the Public Works team, particularly Parks Services within the Public Works Division. This role is responsible for collecting and recording data in the work order management system, tracking budgets, and ensuring financial records are accurate and up to date. As a key support role within the Division, the Operations Clerk helps ensure smooth internal workflows, timely and accurate reporting, and effective communication with both internal and external stakeholders. Their work contributes to efficient operations and supports the overall success of Public Works programs and services.

Key Duties and Responsibilities

• Create purchase orders for contracts and services; ensure timely processing and tracking of invoices and purchasing card (PCard) transactions across all Public Works sections
• Allocate appropriate account numbers for expenditures; initiate and monitor payments for both high- and low-value purchases
• Process a variety of financial documents including non-purchase order invoices, internal orders, holdbacks, credit memos, EFTs, cheque requests, and PCard reconciliations using RHhub (SAP), in general maintain detailed financial records 
• Investigate and resolve discrepancies in invoicing and payment records; collaborate with managers, technicians, and finance staff to ensure account accuracy
• Run monthly financial reports (e.g., cost centre, GL, parked invoices) to support budget reconciliation and year-end reporting
• Prepare and submit monthly reconciliation spreadsheets to Finance for corrections and adjustments
• Train new staff on how to input hours and process receipts into City’s financial management system (RHhub (SAP))
• Provide administrative support to supervisors and management, including directing inquiries and assisting with program coordination tasks
• Coordinate office supply inventory, and organize logistics for internal events and meetings
• Process biweekly payroll for part-time and seasonal employees; calculate travel allowances, bonuses, and ensure timely submission of payroll data
• Assist with hiring summer students and school crossing guards by screening candidates, conducting interviews and performing staff training, as well as initiating on-boarding for all staff Support the onboarding process by coordinating IT setup, software access, PPE and uniforms, verify internal forms, licenses, and assist with scheduling interviews, training sessions, and meetings, including preparing agendas and taking minutes.
• Assist with the delivery of the School Guard Crossing Program including necessary follow up with successful applicants, training, audits and staff support
• Use the Work Order Management System (Maximo) to create and track costs associated with purchase orders, non-purchase orders, and PCard transactions
• Serve as the main point of contact for resident-facing programs, such as the Celebration Forest and Dedication Bench Programs; assist with program delivery including application processing, payment collection and running monthly cost reports through ICREATE and Maximo
• Maintain absentee tracking spreadsheets based on call-ins to support attendance management
• Update the City website with timely information on splash pads, skate trails, and public works programs closures and/or openings
• Store and maintain employee training records to ensure compliance with health and safety regulations and Ministry of Labour (MOL) audit readiness
• Oversee the administration of training programs to promote a safe and compliant work environment
• Maintain IT and computer asset tracker to ensure accurate tracking and availability of equipment

Education and Experience

• 3 year post-secondary education in Business Administration, Finance, or a related field
• Minimum 3 years of experience in financial administration, office coordination, or municipal operations
• Proficiency in RHhub (SAP), Maximo, and other financial or work order systems
• Experience in municipal or government environments (preferred)
• Familiarity with payroll systems, HR processes, and health & safety compliance (preferred)

Required Skills/Knowledge

• Well-developed computer, keyboarding and data input skills
• Proficiency includes Microsoft Office365, OneDrive, Teams, Sharepoint, Adobe, and Maximo
• Familiarity with iCreate
• Experience in the public sector, and particularly in a municipal government environment would be an asset
• Excellent organizational and communication skills and you can deal effectively and courteously with internal and external clients
• Knowledge of and demonstrated ability in customer service, team work, initiative, accountability and adaptability
• Demonstrates good judgment and makes sound decisions
• Shows commitment to personal growth, development, and leadership opportunities
• Shares new ideas and challenges the status quo
• Proven written and verbal communication skills with the ability to communicate with honesty, openness, respect, and trust
• High attention to detail and accuracy in financial and administrative tasks
• Ability to analyze and reconcile financial data
• Discretion and professionalism in handling confidential information
• Ability to manage multiple priorities in a fast-paced environment
• Problem-solving and critical thinking skills
• Comfortable learning and training others on internal systems and software
• Must possess a valid Ontario Class "G" Driver's License, and have access to a vehicle for use on corporate business (mileage compensated)
• Takes initiative to participate in a culture of learning, mentoring, and sharing
• Contributes to building and being a part of a positive culture
• Demonstrate the City’s corporate values of care,  collaboration, courage and service

Leadership Competencies