Administrative Assistant, Engineering & Parks Operations

Under the general supervision of the Chief Operating Officer and within established policies, procedures, and guidelines; to provide confidential administrative support for the Chief Operating Officer and Engineering and Parks Operations management team. This role will also oversee special projects as it relates to process optimization and CMMS implementation and reporting.

This position offers a salary of $63,996.97 to $76,353.08 as well as a defined benefit pension plan and comprehensive benefit plan.

QUALIFICATIONS:

• Post Secondary Diploma in Office Administration or equivalent knowledge and experience.
• Advanced knowledge of software applications such as Microsoft Office, databases and CMMS systems.
• Five years of progressive administrative and project experience.
• Experience with tracking invoices and costs as it relates to engineering projects.
• Experience using asset management software to track projects.
• Strong communication skills, program solving, analytical skill, multi tasking fast paced environment with strong project management and record keeping skills.

DUTIES AND RESPONSIBILITIES:

• Assist with coordination of electronic filing for tracking of warranties, maintenance agreements, etc.
• Provide administrative support as it relates to correspondence, memos, reports, presentations, contracts, letters, agendas or meeting minutes, for COO and Engineering Managers
• Assist with purchase order submissions in ERP, including typing engineering/construction/equipment specifications.
• Retrieves and prints various files, drawings and reports requested by staff.
• Update Ministry Asset Management Information Database with new asset information from replacement/repair invoices, works in partnership with Engineering Managers and Finance.
• Utilizes Ministry Asset Management Information Database by extracting asset requirements to assist with completion and submission of funding requests.
• Assists Engineering Managers analyze budgets and expenditures utilizing FP&A Reporting software.
• Manage the Facility Management software and provide training and support for Engineering Managers and Technicians.
• Develop and maintain reporting in Facility Management software relating to event status and type of facility work orders, labor tracking to assist with budgeting and work order scheduling.
• Manage the Facility Management Requesters list of all locations and staff throughout the park, provide requests to IT regarding staffing changes, access levels, and provide on-line training to Requesters as required.
• Maintain and update various User Guides for Requesters, Technicians, Supervisors, in Facility Management program as required.
• Maintain facility equipment Excel file, and update equipment in Facility Management software PM Schedules.
• Submit facility equipment disposal forms, assign numbering for new equipment, order equipment labels from Sign Shop and coordinate installation of new labels with Engineering Managers.
• Maintain existing internal and external Preventative Maintenance schedules within the Facility Management program and create new schedules as required.
• Generate monthly PM Work Orders assigned to service pools in Facility Management program, or as required.
• Monitor Unit 4 weekly timesheets submissions and send reminders to technicians and managers as required.
• Maintains confidentiality with respect to departmental budgets, projects and employee related endeavours.
• Assist managers/supervisors in mapping out all critical processes in their respective areas and set up processes and procedures in MS Visio.
• Research software applications to improve operational processes to further automate the Engineering and Parks operations. Participate in the project management of smaller projects within the department as it relates to process improvement procedures, forms, etc.
• Oversees accommodation requirements (i.e. furniture, computer/telephone installations) and resolves related problems dealing with new and departed staff (i.e. keys, security cards, computers, telephones) within maintenance centre.
• Provides Administrative Support to Engineering Managers on cost tracking and invoicing as it relates to their projects.
• Responds to general Parkway complaints/concerns regarding all engineering items relating to roads, drainage, structures, and relays information to applicable Engineering Managers for action.
• Reconciles and prepares P-Card expense claim reports for approval by COO and Engineering Managers as required.
• Prepare and process requisitions for staff allowances (i.e., safety shoes, tools, licences)
• Undertakes special projects and performs other duties as assigned, in accordance with departmental or divisional/corporate objectives.
• Acts as the central administrative support for the Engineering Leadership Team.
• Back up other administrative duties within the department as required.
• Orders copy paper and stationary supplies for Maintenance Centre as required.
• Ensures that workers work in compliance with the Occupational Health and Safety Act, policies/procedures and are provided with the required training.
• As assigned.

The personal information in your candidate profile is collected under the authority of the Niagara Parks Act, R.S.O. 1990, C.N.3, s.4(l) and in accordance with the Freedom of Information and Protection of Privacy Act. It will be used to assess your qualifications for the job postings to which you apply. If successful, your information will also be used for the creation of your employee profile under the authority of the Employment Standards Act, 2000, c.41, s.15(1). We are an equal opportunity employer. In accordance with AODA (Accessibility for Ontarians with Disabilities Act, 2005), Niagara Parks will provide accommodations throughout the recruitment, selection and/or assessment process to applicants with disabilities. If you require disability – related accommodations, please inform the Human Resources (HR) staff. We thank all applicants for their interest, however only those selected for an interview will be contacted. If you require additional information regarding the collection and use of the personal information in your candidate profile, or would like to request an alternate format, please contact Niagara Parks at 905.295.4377 ext. 3601.

Job Type: Full-time

Salary: $63,996.97-$76,353.08 per year

Schedule:

• 8 hour shift
• Monday to Friday
• Weekend availability

Work Location: In person

Application deadline: 2023-03-01

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