Job Req ID: 1156

Department : Quality Assurance

Administrative & Operations Assistant (Community Services)

Job Number: 1156

Job Type: Temporary Full-Time

Temp Contract Length: Contract ending Dec 13, 2024.

Location: 99 Regina St S - Public Health & Community Serv

Job Category: Administration

Number of Positions:1

Department: Quality Assurance

Division: Community Services

Hours of Work: 35

Union: CUPE 1883

Grade: CUPE 1883 Grade 006

Salary Range: $28.94-$32.75

Our Story:

Committed to fostering opportunities for current and future generations, the Region of Waterloo is an inclusive, thriving and sustainable region of connected rural and urban communities with global reach. Our mission is to serve, engage and inspire, by delivering quality services to a diverse population of 630,000+, while creating a healthy, collaborative environment of learning, respect and innovation.

This is a place where employees are valued and recognized for their talents and contributions to our success. Our employees take pride in making a difference in people's lives through the work that we do. We are looking for people like you to help make it happen.

The Role

Provides departmental coordination support for centralized building operations and administrative functions and support for the Department. Tracks, monitors, and maintains administrative information processes for quality assurance purposes. Assists with departmental administrative projects and initiatives.

Duties/Responsibilities

• Provides centralized support for management and staff on/off boarding and employee changes for the Department (excluding Seniors' Services). Arranges/coordinate services/equipment (e.g., phones, signing authority, p-cards, parking, computers, building and network access, staff moves), including return of same upon transfer/termination.
• Sets ups registration/access and provides technical support/assistance to staff using the provincial social assistance database. Tracks and maintains documentation to ensure compliance with policy. Troubleshoots basic service requests (e.g., password reset, browser settings); and contacts corporate ITS for more complex issues.
• Acts as the primary contact for day to day operational issues for assigned building with Finance, ITS, and Facilities Management. Assesses issues and liaises with corporate/ building services staff and program management to address same.
• Supports the Communications Coordinator in the maintenance of the Department's intranet/website and related communications functions (e.g., updates links, uploads documents, converts documents for AODA compliance, creates forms/surveys).
• Supports management in coordinating the implementation of administrative projects and corporate initiatives (e.g., print strategy). Communicates with stakeholders. Identifies and recommends opportunities for ongoing improvements.
• Tracks and maintains departmental email groups, memberships/subscriptions, and resources/equipment. Signs out equipment, and provides technical support, as required.
• As Records Assistant, maintains records management systems per corporate standards for file storage, retrieval, and disposal. Provides information and support to staff.
• Processes staff/management travel expense claims and p-card statements, for approval. Orders and maintains office supplies for assigned building. Has a p-card for building purchases and events.
• Participates on departmental and corporate committees.
• Provides administrative support for Emergency Response Plan meetings.
• Performs related duties as assigned.

Knowledge, Skills, and Abilities

• Knowledge of office and administrative procedures, word processing, math, and communication skills acquired through a Grade 12 education plus 3 years related experience or an equivalent combination of education and experience.
• Knowledge of and ability to follow policies, procedures, and related legislation (e.g., accessibility, privacy).
• Time management and organization skills to collect, track, and prepare information; work independently; adapt to changing priorities; and meet deadlines.
• Communication and interpersonal skills to exchange information with and provide assistance to staff and management; liaise between staff/management and corporate/building services; and participate as an effective team member.
• Ability to read and understand policies and procedures. Ability to complete and maintain forms and records/lists.
• Computer skills with ability to use software such as Microsoft Office, provincial social assistance system, and other applications, such as form builder and website management platforms. Ability to troubleshoot basic database issues.
• Ability to travel within Waterloo Region. Ability to support and demonstrate the Region's values.

The Region of Waterloo is an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process. At the Region, we respect, encourage and celebrate our diversity. The Region of Waterloo is committed to providing accommodations throughout the recruitment process. If you require an accommodation, please notify us and we will work with you to meet your needs.

Alternate formats of this document are available upon request. Please contact the Service First Contact Centre at phone number (519) 575-4400, TTY number (519-575-4608) to request an alternate format.

Please note: Due to the high volume of applications we receive, only those candidates selected for an interview with be contacted through email. Please check your spam or junk folder occasionally as some candidates have noticed our emails in those folders (Gmail and Hotmail in particular).