Operations Clerk - Roads

Town of Georgina - Georgina, ON (30+ days ago)

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Responsible for providing clerical support, customer service, and administrative support within the Operations &
Infrastructure Department. For full details, please see job description, which follows.

Minimum Qualifications:
Two (2) year post-secondary education in business, administration, or other relevant discipline from an accredited
College, or an equivalent combination of education and experience. Minimum of two years previous related
experience, preferably in a public sector office environment.

How to apply:
Please forward your cover letter and resume in confidence by March 13, 2020, identifying the job title and ID#
2020.30T in the subject line to careers@georgina.ca or in person or by mail to Human Resources, Town of
Georgina, 26557 Civic Centre Road, Keswick, ON L4P 3G1

Committed to diversity and a barrier-free environment:
The Town of Georgina is an equal opportunity employer and we will accommodate the needs of applicants under the
Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the
recruitment and selection process. Please advise the Human Resources Office to ensure your accessibility needs are
accommodated.

We thank all candidates for their interest, however, only those being considered will be contacted.

Job Description: Operations Clerk - Roads

PRIMARY FUNCTION:
Responsible for providing clerical support, customer service, and administrative support within the Operations
& Infrastructure Department.

SUPERVISION RECEIVED:
Divisional Manager or designate, as assigned.

DIRECTION EXERCISED:
None

WORKING PROCEDURES:
Supports the Corporate Customer Service Centre by obtaining and providing detailed information to Customer
Service Representatives related to Departmental activities including: road repair, culvert installation, ditch
maintenance, Entrance Permits, Road Occupancy Permits, water and sewer issues/concerns water and sewer
lateral installations, snow removal, waste and recycling collection, water and sewer issues/concerns; park
maintenance, grass cutting, tree removals and tree maintenance etc.

Provides customer service related to inquiries received directly from the public, internal departments, and
Senior Management and elected officials as directed by the Supervisor or Divisional Manager.

Provides data entry and processing (creating, data entry, re-assigning and closing) of public service requests
(PSR) and work orders in response to service requests received from the Corporate Customer Service Centre.

Provides data entry and processing (creating, data entry, re-assigning and closing) of Work Orders for repairs,
reactive maintenance and preventative maintenance for municipal infrastructure using corporate software.

Provides data entry related to municipal infrastructure (assets) including inventory information, condition
assessment data, costing and other data using corporate asset management software, databases, spreadsheets
or other tools.

Review, code, and process vendor invoices by assigning itemized account numbers to invoices, ensuring
invoices agree with contracts and purchase orders issued by the Town.

Supports the Department through all phases of the Procurement Process by preparing and submitting Requests
for Acquisition (RFA) and preparing Purchase Orders for low-value purchases and tracking budget expenditures.

Maintains files and record systems for the Corporation, ensuring compliance with procedures and record
retention policies. Maintains electronic document filing systems and paper copy filing systems.

Reviews electronic times sheets submitted by staff for accuracy and completeness prior approval by the
Supervisor or Manager.

Maintains attendance records and absence requests received from staff including vacation requests, in-lieu
time accumulation and usage and other absence requests in support of the electronic attendance and work
tracking system.

Supports staff training programs by scheduling external and internal training dates and venues and preparing
copies of training materials and resources.

Utilizes various computer applications and software packages; maintains and generates reports.

Prepares written correspondence, including general departmental correspondence, e-mail, memos, reports,
tender documents, requisitions, minutes of meetings, or other related documents, as required.

Liaises with the Corporate Communications Division and provides updates and edits to material presented on
the Town’s internal and external website related to departmental activities.

Maintains office inventory and orders office supplies as required.

Maintains and records the Division’s petty cash.

Participates in the Town’s Health and Safety Program and follows safety practices in work methods and
procedures; observes and complies with all relevant Health & Safety regulations.

The above statements reflect the general details considered necessary to describe the principal functions and
duties of the position and shall not be construed as a detailed description of all the work requirements that
may be inherent in the job. The Town of Georgina reserves the right to amend this position description at any
time provided that such change does not represent a substantive change in the purpose or essential nature of
the position.

MINIMUM QUALIFICATIONS:
Two (2) year post-secondary education in business, administration, or other relevant discipline from an
accredited College, or an equivalent combination of education and experience.

Minimum of two years previous related experience, preferably in a public sector office environment.

Proficiency and experience in the use of computers including: customer service systems, work order Systems,
financial systems, Microsoft Office Suite (Excel, Word, Outlook), database systems, and GIS Systems;

Basic knowledge of public-sector accounting and financial book-keeping.

Basic knowledge of public-sector procurement By-laws, policies, processes and procedures.

Ability to organize files electronically and use file management systems and electronic Document Management
system.

Demonstrated competency in customer service skills, including knowledge of the accessibility standards for:
information and communications, employment, transportation, the design of public spaces and customer
service requirements required under the Accessibility for Ontarians with Disabilities Act (AODA) and
Regulations.

Exceptional communication (written, verbal and listening) skills.

Well-developed administrative, organizational and time management skills and good attention to detail; ability
to develop improved processes and contribute to on-going process improvement.

Ability manage responsibilities with limited supervision.