Support Services Representative Job at City of Kitchener
Support Services Representative
(1 year term)
Competition Number
#149-791
Job Code
0202
Posting Date
December 9, 2022
Closing Date
January 1, 2023
Job Status
Temporary Full-Time
The City of Kitchener is a vibrant and dynamic city of approximately 240,000, in the heart of southwestern Ontario. As the largest municipality in Waterloo Region, Kitchener continues to be poised for development and growth, enhancing its reputation as a leader in city-building and innovation, with nationally recognized strategies to build its neighbourhoods, its digital infrastructure and its diverse economy.
The City of Kitchener is WHERE you want to work! Learn more about the top reasons to join us:
Why work at the City of Kitchener
Position 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.
Responsibilities:
- Respond to telephone inquiries/requests from the public, other city departments, outside agencies and Councillors.
- 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).
- Provide administrative support to Managers/Supervisors (i.e. schedule meetings, take and transcribe minutes, draft correspondence).
- Undertake research, collect and compile information for reports; initiate and investigate same (financial reports, units of accomplishment, staff absenteeism, activity costs, etc.).
- 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.
Requirements:
- Minimum Grade 12 diploma or equivalent plus one-year related experience.
- Proficient in the use of computer software packages including Microsoft Word & Excel, PeopleSoft and SAP (accts 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.
- Preference will be given to staff having experience with Crewsheet and CityWorks Management System.
- Current Employees: Must be reliable with a good attitude and employment record.
Note: This position is in office and does not have the option of remote working.
The City of Kitchener is committed to an equity-driven, inclusive, accessible, and barrier-free recruitment and selection process, and to ensuring our workforce reflects the full diversity of the community we serve. We welcome applications from Indigenous, Black, racialized and 2SLGBTQ+ persons, as well as other equity deserving groups.
We will accommodate the needs of applicants under the Human Rights Code and Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the recruitment and selection process. Please contact Human Resources at recruitment@kitchener.ca , or 519-741-2200 ext. 7261 to make your needs known, so that we can support your full and equal participation throughout the hiring process.
We appreciate the interest of all applicants. Only candidates whose skills, experience and qualifications meet the requirements of the position will be contacted.
Please note that as per Human Resources Policy HUM-HIR- 110, "Employment of Relatives of Staff Members and Elected Officials":
"The immediate relatives of staff of the Human Resources Division, all
Directors,
General Managers
, or the Chief Administrative Officer and Elected Officials shall not be employed by the City in any capacity.
The immediate relatives of all other Management personnel shall not be employed where such employment would be:
1. within the same Department in the case of permanent full-time, temporary full
-time and part-time classifications.
2. within the same Division in the case of students."
Department
Infrastructure Services
Division
Fleet
Union Affiliation
CUPE 791
Number of Positions
1
Hours of Work
35 hours per week
Location
Initial Location
Kitchener Operations Facility
City
Kitchener
Compensation
Salary Range
$49,817-$62,271
Grade/Band
5
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