Division Support, Roads Operations

• Proven ability to assess information
• Proven organization and time management skills
• Proven ability to multi-task is required
• Proven interpersonal and communication skills (both oral and written)
• Proven ability to work independently, or as part of a team
• Must be self-motivated
• Proven ability to use division specific software systems
• Proven mathematical ability and understanding of municipal budget preparation
• Valid Ontario Driver’s license and access to a reliable vehicle
• Technology Aptitude
  • The incumbent must possess a combination of introductory and intermediate level computer skills scored at 65% or higher for Outlook and at least one of Word / Excel / PowerPoint to ensure their proven ability to apply essential functions of desktop software to;
    • Create simple spreadsheets, documents,
    • Send and receive emails,
    • Use Internet for research,
    • File management
  • Introductory to intermediate knowledge of department or division-specific software to accomplish job tasks (for example, Cityview, StarGarden)

• Support
  • Answer division’s main queue phone line and direct calls to appropriate staff, provide enhanced customer contact, enhancing the customer service and meeting County phone call response standard
  • Monitor, respond or distribute e-mails for various divisional email inboxes maintaining County email response standard- caller reaches a persoN
  • Undertake various tasks and responsibilities to assist the division with daily activities.
    Provide clerical assistance to the Manager and to other staff in the division (when and as required)
  • Support Manager and other staff with research
• Record Management
  • Assist with the development and maintenance of required databases using the Corporate and / or department/ division specific software programs
  • Undertake scanning of division files as required
  • Ensure all documentation relative to the division is processed/maintained in accordance with established corporate records management practices and procedures and safeguarding confidential records and information at all times
  • Collect and organize monthly stats

Functional Responsibilities (Divisional)

• Liase with Ontario One Call.  Release and maintain locate requests, and mapping update requests
• Promptly reconcile/process invoices and purchase orders for approval and subsequent payment by Accounts Payable, including credit memos when required
• Act as delegate and reconcile purchasing card transactions for staff
• Maintain working spreadsheets for paperless utility invoice payment
• Liaise with MTO when required for service requests in areas outside connecting links
• Communicate directly with outside contractors to ensure streetlight repairs, and signal repairs are performed on a timely basis
• Track and maintain work order records and response times, including follow up reports on overdue issues
• Direct Roads Related permit requests (Oversized loads, road damage, entrance, excavation, occupation, road closures) to appropriate yards / supervisor
• Coordinate permissions with contractors, and internal departments for roads related permits
• Validate and coordinate road closure requests
• Complete payroll data input for the Division to reflect entitlements on approved timesheets ensuring compliance with relative Corporate policy and procedure; subsequent audit/review of generated payroll reports; submission of payroll batches to Payroll Services adhering to Corporate timelines
• Assist Legal division with procuring documents and information for claims by and against the County
• Liaise with finance division to request vendors and coordinate deposit returns in a timely manner
• Liaise with suppliers to answer questions and concerns regarding payments
• Perform other duties as directed / assigned.