Program Assistant Water & Wastewater Services

The Program Assistant provides daily administrative assistance to section staff and management. This position performs a variety of administrative and logistical services in support of program operations and assists with record keeping for the section. This position interacts with other team members in W-WW Operations, Maintenance, Engineering, Human Resources, Accounts Payable, Procurement and other Region Departments to ensure accurate and timely entries into various software applications, completion of various job functions and transactional reports and transmittals to both internal and external customers. Works collaboratively with other Program Assistants to coordinate work activities, meet deadlines, and provide back-up functions where needed.

• Completion of a 2-year College Diploma in Office Administration, Business or equivalent combination of education, training, and experience; plus

• Additional courses related to database, spreadsheet, word processing, and communications software applications.

• Minimum of 3 years’ experience in a Program or Administrative Assistant role or other similar environment.

• Minimum of 2 years’ experience with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook etc.) in an office environment.

• Experience with formal minute preparation is a definite asset.

• Must possess experience with scheduling software and / or use of Time and Attendance Systems for the encoding of employee time.

• Must possess intermediate level understanding of general financial principles related to A/R, AP transactions (debits/credits, etc.) and experience working with an automated financial or Enterprise Resource Planning (ERP) system.

• Working knowledge of Maintenance Management Systems (or similar system) is preferred.

• Knowledge and experience in municipal Water/Wastewater or similar environment is an asset.

• Experience with records management is preferred.

• Demonstrated organizational, time management and problem solving skills.

• Proficient in use of telephone, teleconferencing, videoconferencing, and other communication media.

• Advanced skills in Microsoft Office Suite programs (Word, Excel, PowerPoint and Outlook) and various types of office equipment.

• Strong Customer Service, communication (verbal and written) and interpersonal skills. Maintains tactful and polite manner when interacting with others.

• Process improvement driven with ability to identify, discuss/collaborate effectively and work with multi-disciplinary teams and implement improvement initiatives.

• Time management skills with ability to manage and reprioritize work with demands, interruptions and distractions under tight timelines with confidential material.

• Works with team to identify and implement opportunities for continuous quality improvements.

• In accordance with the Corporate Criminal Record Check Policy, the position requires the incumbent to undergo a Criminal Records Check and submit a Canadian Police Clearance Certificate.

Must maintain ability to travel in a timely manner to other offices, work locations or sites as authorized by the Corporation for business reasons.