Administrative Assistant Water/Wastewater and Asset Management

POSITION SUMMARY

Responsible for providing confidential effective and efficient administrative support to the Water and Wastewater Department to enable the highest level of customer service to the public.

The role is further required to meet the growing need for technical assistance in the evolving discipline of Asset Management in a Public Works setting.

For this role the selected candidate will be required to have knowledge of Municipal Administrative Processes and Public Works Infrastructure, data management and work order management.  A knowledge of Geographic Information Systems (GIS) would be considered an asset.

KEY RESPONSIBILITIES

Water and Wastewater (Public Works)

• First point of solution-based, time sensitive contact for resident inquiries relating to water and wastewater.  Coordinate and relay information to appropriate staff, contractors, Town Engineers and Town’s operating authority as directed.
• Maintain, coordinate and provide follow-up on Ministry of Environment Conservation and Parks, Municipal Drinking Water Licenses, Drinking Water Works Permits, Permits to Take Water, System profiles, classifications and Drinking Water Quality Management System requirements and deadlines.
• Process/prepare monthly water and wastewater billing.  Download meter reading data and create reports for follow-up, send resident correspondence regarding the Towns leak loss program and troubleshoot water meter issues.
• Process new water connection application permits, coordinate water meter replacement with residents and the Towns water technician and ensure records are maintained.
• Coordinate and maintain the Town’s Industrial, Commercial and Institutional backflow prevention, private fire hydrant maintenance, Town’s Water Conservation, Source Water Protection and “What Not To Flush” outreach programs with social media and website updates, as required and identified in the Towns Water and Wastewater By-laws.
• Provide administrative support to the Director including preparation of reports to Council, annual leak loss, general and legislative correspondence, filing, calendar scheduling and coordinate continuing education registration.
• Assist with preparation, advertising, receiving and awarding of Capital and Maintenance projects, Requests for Quotations, Proposals and Tenders.
• Assist with departmental standard operational policies, procedures and by-law preparation and implementation.
• Attend annual review meetings with the Town’s operating authority pertaining to Drinking Water Quality Management System responsibilities.  Participate in annual internal and external audits.
• Maintain annual budget spreadsheet for annual, five (5) and ten (10)-year maintenance and capital improvement plans.

Asset Management/Work Orders/GIS (Public Works)

• Coordinate with asset management department to maintain Public Works infrastructure database for annual maintenance replacements and Capital renewals of infrastructure.
• Create and maintain work order follow up, maintain asset inventory pertaining to residential water meters and purchase accordingly. Update water meter asset replacement in Citywide.
• Develop and provide GIS mapping to the Director for Public Works infrastructure required for utility locates, construction projects, tenders, hydrant flushing programs, maintenance and capital projects etc.
• Assist the Director to meet the requirements of Ontario Regulation 588/17 Asset Management Planning for Municipal Infrastructure.  
• Provide technical reports and statistics from Citywide as required.
• Assist the Director to continue to develop the Citywide Work Order Management system for the purposes of workflow and asset management within the Public Works Department.
• Assist Director in coding all invoicing and work orders with the appropriate GL account to the appropriate municipal capital asset;  Track invoices for Public Works assets and add the maintenance/repair costs into Citywide.
• Assist in maintaining our GIS data and records for the Public Works department.
• Develop tools for data quality control purposes and analysis.

OTHER RESPONSIBILITIES

• Provide back-up support to Public Works Administrative Assistant for vacation and lunch hour relief
• Provide secondary telephone and counter coverage for Town wide incoming calls and requests.  Direct calls and front counter inquiries to appropriate departments
• Provide support to all Administrative Departments including vacation relief and backup as assigned from time to time.
• Responsible for proper usage and basic care of office equipment
• Comply with all Health and Safety practices as it relates to the work, standard operating guidelines and the Occupational Health and Safety Act
• Other duties and tasks as assigned

EDUCATION, EXPERIENCE, SKILLS AND QUALIFICATIONS

• Requires 2-year post secondary in a related field.
• Administrative experience in a municipal environment, preference will be given for experience in engineering or related fields.
• Basic knowledge of municipal accounting procedures and software.
• Requires experience in public interaction.
• Requires proficient Microsoft Office 365 skillset
• Understanding of municipal assets, GIS mapping, database principals, Asset Management and Work Order systems with preference given to experience with Citywide software platform or equivalents.
• Strong organizational skills to plan, prioritize, and coordinate flow of work to ensure deadlines are met.
• Ability to deal with sensitive and confidential information.
• Displays an aptitude for data entry, analytical / critical thinking, research, and problem-solving skills.

COMPENSATION AND BENEFITS

• The position is based on a 35-hour work week on the Town’s 2024 Salary Grid at Grade 5, $55,437 - $64,864 (Job Rate).
• Health & Dental Benefits
• Ontario Municipal Employees Retirement System (OMERS)
• Professional Development and Continuing Education
• Professional office atmosphere

SUBMITTING AN APPLICATION

Qualified applicants are invited to submit their applications, by email, no later than 3:00 pm on Friday, August 30^th, 2024 to publicworks@townofmono.com.

Mono is an equal opportunity employer. Accessibility accommodations are available for all parts of the recruitment process. Applicants need to make their needs known in advance. We thank all applicants for their interest and only those individuals selected for an interview will be contacted. Information is collected solely for the purpose of job selection under the provisions of the Municipal Freedom of Information and Protection of Privacy Act.

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