Job Board

Position Title

Administrative Assistant, Water and Waste Services

Hours Per Week
5 X 8 Hours

Guaranteed Minimum Hours
40

Start Date of Position
8/12/2024

End Date (Temporary and Term)

Category
Business, Finance & Admin

Range
$32.82 - $38.61

Status of Position
Permanent Full Time

Position Description
Job posting closes: July 16, 2024, at 05:00 p.m. (Yukon Standard Time)

At our core, the City of Whitehorse is committed to cultivating an inclusive employee community and workspace, confronting racism and biases for fairness and equity while advancing reconciliation and accessibility.

The City promotes work-life balance for its employees and offers flexible work arrangements, such as work-from-home and compressed work weeks, subject to applicable administrative directives.

An eligibility list may be established from this competition, and the duration of the eligibility list may be up to 12 months. The eligibility list may be used to fill future permanent full-time, permanent part-time, temporary full-time, temporary part-time, term or casual vacancies within the same department and classification based on the organizational needs by going to the next highest ranked candidate until the eligibility list expires.

This position is covered by a collective agreement between the City of Whitehorse and the Public Service Alliance of Canada/Yukon Employees Union. 

The City wishes to thank all applicants for their interest, but only those candidates selected to advance in the recruitment will be contacted.  Only candidates eligible to legally work in Canada will be considered.

Administrative Assistant, Water and Waste Services

Job Code: 102
Department: Water and Waste Services

Job Summary:

Under the direction of the Supervisor and Operations Administrative, the incumbent coordinates and delivers front-line customer service and reception area operations in the Water and Waste Services department. The incumbent also provides operational services for and administrative duties to the Water and Waste Services department. 

Duties and Responsibilities:

1. Receives a high volume of calls/emails to the department, both internal and external, and responds, resolves, or distributes e-mail, telephone, or face-to-face complaints, including dispatching of employees to resolve the complaints, or fulfills citizen requests for information.
2. Monitors the City’s alarm system, analyzes the issue's urgency, and takes appropriate action and/or relays alarms accordingly.
3. Ensures the various applications and permits comply with procedure, and the appropriate fees are charged.
4. Performs financial duties including calculating fees, receiving payments, issuing, posting, and balancing daily cash receipts, preparing bank deposits, reconciling permit fees, reconciling credit card charges for staff, and preparing invoices and cheque vouchers for refunds.
5. Directs requests, prepares and processes work orders including calculating labour charges from timecards, materials from store requisitions, and equipment charges for 3rd party billing and preparing invoice requisitions and maintaining the work order database.
6. Performs administrative functions including scheduling appointments, arranging meetings, coordinating departmental activities, arranging employee travel, recording minutes, drafting and following-up on correspondence, drafting reports and creating forms, preparing and processing purchase orders, compiling statistics and monitors employee timecards for accuracy and allocates information accordingly.
7. Maintains all contractual documents, tenders, filing and bring forward systems, Reference library and Map Room, equipment and supply loan listings for special events, processes mail and purchases office supplies and materials.
8. Assists in preparing and monitoring, under the direction of the Operations Administrative Supervisor, the annual operating and capital budgets for administrative supplies, equipment, and customer service and reception areas. 
9. Makes recommendations to supervisor regarding fees for services provided by the Water and Waste Services Department. 
10. Inputs, retrieves and maintains data to the citizen complaint, employee training & certification, sign, service card and as-built databases.
11. Maintains the Water and Waste Services portion of the City web site and develops routine and specific advertisements for posting on the City page.
12. Coordinates department –wide employee training, completes funding proposal application forms and requirements for reimbursement.
13. Responsible daily for the securing of cash received, confidential information, and the public entrance into the building.
14. Follows, so far as is reasonably practicable, established safety procedures and standards.
15. Acts as Supervisor, Operations Administrative, as required.
16. Other related duties

Number of Hires Needed
1

Position Requirements
Working Conditions:

Extremely busy office setting, serving in-person and telephone customers, often angry/ negative complaints. Almost continuous interruptions, due to high volumes of traffic, both internal and external. 

Knowledge and Skills:

• Office Administration certificate with basic accounting
• Previous Experience - 4 years related progressive experience which required the incumbent to prioritize a diverse work flow,
• Experience in a municipal or utilities environment considered an asset.
• On-the-job training - 6 months
• Standard First Aid Certificate, CPR Level C
• Attention to detail, good communication skills, strong customer service orientation, interpersonal, organization and priority setting skills.  Must have demonstrated ability to be self-directed and ability to handle multiple tasks of a time sensitive nature.

An equivalent combination of education, training and experience may be considered

Examples of Required Equipment to Operate:

Alarm monitoring systems (Scada and Patriot), computer with applications such as Outlook, Word, Excel, Access, ERP, ADP, AS400, CLAIMS, Web page software and communications and office equipment.

Accommodation Requests:

Shortlisted candidates who require accommodation or have accessibility needs during the selection process are encouraged to reach out to the Recruiter and make requests to ensure their full participation. The City of Whitehorse is committed to reviewing requests and making arrangements for reasonable accommodation and accessibility requests. You may email to name of recruiter @whitehorse.ca and careers@whitehorse.ca

Employment Contract
YEU Local Y046