Administrative and Technical Coordinator

CITIZENS FIRST THROUGH SERVICE EXCELLENCE

We have an exciting Permanent Full-time, Unionized opportunity in the Infrastructure Planning and Corporate Asset Management Department for an experienced and motivated individual.

Administrative and Technical Coordinator

(J0926-0613)

Vaughan is one of Canada’s fastest-growing cities. Its emerging downtown, the Vaughan Metropolitan Centre; Canada’s first smart hospital, the Cortellucci Vaughan Hospital; and the 900-acre North Maple Regional Park continue to generate momentum and excitement. Be part of something amazing and build your career at the City of Vaughan!

The City is an equal-opportunity employer and a forward-looking municipality that is committed to fostering a dynamic workplace that is diverse, inclusive and welcoming. As an award-winning organization for its employment and diversity and inclusivity practices, the City is focused on providing its employees with a thriving professional environment that leverages flexible work arrangements, a family-focused benefits package emphasizing work-life balance, learning and growth opportunities, and a place where collaboration and teamwork are valued.

Excellence demands brilliant personalities, visionary thinking and a passion for public service. Vaughan is your place to grow.

Position Overview

Responsible for providing administrative and technical assistance to managers and department staff including maintaining records, completing work orders, coordinating, analyzing, and compiling statistical data relating to departmental processes and procedures, scheduling meetings/invitations and associated meeting logistics, responding to general inquiries from the public and various internal stakeholders/staff including matters relating to development applications and agreements. Assists in the preparation of Requests for Proposal documents, supporting with Committee and Council correspondence and reports. Prepares, tracks, and administers purchase orders and progress payments. Assists with monitoring and coordinating departmental work flow and activities and acts as a liaison with other departments.

Responsibilities

Clerical and Administrative Duties:

• Assists in coordinating, preparing, and processing Committee/Council reports, Bylaws, Assumption Notices, Completion Approvals, Letter of Credit Reductions, Environmental Assessments and Public Notices within the required time frame as well as ensuring clerical accuracy and corporate conformity.

• Assists and responds to inquiries from staff, the public, consultants, and other external stakeholders/agencies regarding departmental processes and procedures, project related inquiries, and other divisional matters to resolve concerns or refer as appropriate.

• Assists in monitoring departmental email inbox and actioning out inquiries to appropriate staff members and following up as required.

• Composes and prepares divisional correspondence and reports based on verbal direction from management. Maintains and organizes the departmental electronic filing system and all associated records.

• Coordinates public meetings and internal meetings as directed, including the preparation of invitations, agendas, minutes, mail outs, presentation material, surveys, newsletters, and newspaper publications, responsible for scheduling and booking of internal/external facilities as necessary and assisting with off-site evening meeting set-up and take-down as necessary; including coordination and follow up with other departments, government agencies, Developers, Contractors, Consultants, and Councillors, with respect to the preparation of draft plan conditions and subdivision/development agreements.

• Coordinates the timely distribution and commenting (flow), and clerical preparation of subdivision/development agreements, tender/quotes for City and/or Owner execution and registration. Ensures all final legal documents are properly signed and sealed by the Owner and the City and forwarded to appropriate departments. Ensures all final executed documents are converted to the appropriate format and posted to the intranet library as directed.

• Ensures all public notices and newspaper advertisements are submitted within appropriate time lines and formats to various newspapers, websites, and social media outlets as required by statutory regulations and with direction from staff.

• Responsible for minute taking and/or recording as necessary, transcription and circulation to meeting members and preparation of agendas from previous minutes with input from management and staff.

• Attends to public and staff enquiries in person at City Hall.

• Transmits documents to external agencies and the public, including arranging and monitoring courier service.

• Assists with processing enrollments for staff to attend training courses, seminars, and workshops.

• Supports with facilitating orientation of new/temporary staff, including the provision of functional guidance and training as necessary.

• Responsible for advising staff, as directed by Fleet Management, when City vehicles are due for maintenance. Follows up and tracks City vehicle maintenance schedules and vehicle keys as instructed.

Technical Support and Coordination:

• Responsible for set-up, processing, tracking and follow-up of purchase orders, payment certificates and invoices for capital and operating budget projects in JD Edwards.

• Liaise with internal departments, as necessary, to ensure accuracy in progress of invoice payments and final project closures.

• Maintains consistency with project-related payment submissions to Finance, to ensure department is following appropriate guidelines.

• Assists management/staff in developing RFPs, RFQs, RFIs, terms of reference and tender documents, and in handling departmental procurement processes.

• Prepares progress updates, reports, correspondence, briefing materials, presentations, statistics, and analysis for submission to internal/external stakeholders.

Analytical and Business Functions:

• Researches, compiles and analyses information related to corporate files/projects, capital budgets, departmental initiatives, or external sources/agencies as directed by management.

• Responsible for the upkeep of all departmental/divisional data on the City’s public internet website and on the internal intranet site (Vaughan Online).

• Documents, maintains, and updates standard operating procedures for the department as instructed by management.

• Compiles and analyses key performance metrics related to portfolio/departmental business functions (e.g., tracking of staff average response times).

• Assists in the preparation of spreadsheets, tables, charts, and presentations for budget and/or business plan purposes/projections.

• Maintains inventory of office supplies and equipment and liaise with service representatives as necessary for minor repairs and service of departmental office equipment.

Interactions with Others:

• Works as part of a multi-disciplinary customer support team contributing to strategic plans, implementing plans, and ongoing support of continuous improvement initiatives.

• Participates in work groups, special projects, task forces and meetings, as assigned.

Other Duties:

• Provides in person back-up support to other clerical and administrative staff as assigned

• Performs other related tasks and projects as assigned, in accordance with job responsibilities or necessary department and corporate objectives.

• Responsible for ensuring compliance with the Occupational Health and Safety Act and Regulations and the Corporate Health and Safety policy, and related procedures.

Qualifications and Experience

• Successful completion of a three (3) year College Diploma in Business Administration, Business Analytics, Business Management, or suitable equivalent.

• Minimum five (5) years related work experience preferable in a municipal infrastructure related environment.

• Previous knowledge or experience in a municipal infrastructure related position/environment including but not limited to water distribution, wastewater collection, storm drainage/stormwater management, vertical and linear asset management principles, and transportation related systems.

• Proficiency in utilizing the Microsoft Office/Outlook, Adobe Acrobat, and JD Edwards software systems/platforms.

• Strong organizational, communication (verbal and written), problem solving, audit/analytical, research, and grammar skills.

• Superior customer service skills including working collaboratively with staff teams, agencies, consultants, and excellent ability to deal courteously and effectively with the public including conflict resolution and escalation.

• Ability to work across various levels of the organization and build strong relationships. Knowledge of, and demonstrated ability in, the city’s core competencies and relevant functional competencies.

• Possesses a valid Ontario Glass ‘G’ license in good standing with access to a reliable vehicle for corporate use.

Preferred Qualifications (the ideal candidate)

• University Degree or three (3) year College Diploma in Business Administration.

• Document management experience highly valued.

Working Conditions Standard

• Office environment.

• Ability to travel to off site locations in a timely and efficient manner, as required. Ability to work outside regular business hours as required, and in accordance with the Collective Agreement.

Please note that only candidates selected for interviews will be contacted.

The City of Vaughan is committed to diversity and inclusivity in employment and welcomes applications from qualified individuals of diverse backgrounds. The City of Vaughan is also committed to providing accommodations for people with disabilities. Please contact humanresources@vaughan.ca if you require an accommodation, and we will work with you to meet your needs.