Overview
As part of the Support Services team, you will work collaboratively with various divisions within the INS department to supply administrative functions such as data entry and accounts payable tasks.
We Are Looking For Someone Who Is
- Service Oriented - Listens, engages, and acts to provide timely and quality service
- Organized - Able to multitask and communicate effectively while working under pressure
- A Team Player - Thrives in a collaborative environment while keenly focused on getting things done.
(Temporary Full Time for Approximately 10 Months)
Responsibilities
- Respond to telephone inquiries/requests from the public, other city departments, outside agencies, and Councilors.
- Provide information to public as to service levels, work scheduling and referrals to other departments, liaison between residents and Managers/Supervisors (i.e., building maintenance, alarms, security, roads and sidewalk maintenance, sanitary/storm sewers, parks and open space, playground, gas and water).
- Undertake research, collect, and compile information for reports; initiate and investigate the same (financial reports, units of accomplishment, staff absenteeism, activity costs, etc.).
- Enters payroll daily and transfers and confirms records into PeopleSoft on a weekly basis.
- Manage, maintain and monitor data within various system applications and take the appropriate action depending on the application (e.g., clothing entitlement/usage, legislated records, legislative applications, inspection certificates/renewals, Hours of Service, etc.)
- Process daily work orders (labour, vehicles, materials, and productivity information).
- Create service requests and/or work orders in response to inquiries from the public, division, other city departments and outside agencies.
- Create work orders for various work activities and understand infrastructure assets for internal and external customers.
- Prepare and process invoices for work activities performed by the division for external customers.
- Generate reports (quotes, work order costing, activity costs, attendance management, financial costs, managing of work orders).
- Manage, prepare and process invoices/internal recoveries/accounts receivable for various work activities and/or product sales (e.g. sign sales, manufacturing of inventory goods, sewer blockages, accident debris removal, etc.).
- Process material payables, field orders, purchase orders.
- Provide backup to other administrative staff as required.
- Performs other related duties as assigned.
Education
- Minimum Grade 12 diploma or equivalent.
Experience
- Minimum 1 year related experience.
Knowledge, Skills, And Abilities
- Proficient in the use of computer software packages including Microsoft Word & Excel, PeopleSoft and SAP (accounts payable/receivable).
- Highly developed administrative and organizational skills with an attention to detail.
- Proven ability to balance multiple tasks simultaneously, meeting established timelines.
- Good public relation skills to deal with the public and other city staff in an efficient, courteous manner.
- Reliable with a good attitude and employment record.
