Office Services Assistant (Transportation)

The Role

Provides program and administrative support to the Division. Responds to/redirects, and tracks public inquiries for traffic collision data.  
 

Duties/Responsibilities

• Prepares and coordinates divisional reports for the Planning and Works (P&W) Committee and Council, per corporate and departmental guidelines. Prepares and distributes summaries.
• Provides administrative support to the Division. Formats, edits, proofs, distributes, and tracks the status of documents and reports (e.g., financial and statistical data, contract specifications, technical reports, agendas, minutes). 
• Creates and maintains standard templates, forms, and related documents; provides support and guidance to divisional staff using same.
• Uploads/maintains program information/documents (content provided by other staff) on website and intranet (e.g., road closures); ensures compliance with accessibility legislation and divisional standards/templates. 
• Assists in the maintenance of traffic collision and volume database systems. Receives and enters collision data from Police (e.g., impact type, directions of travel, location on map); verifies collision codes; scans and files information.
• Receives and responds to/redirects inquiries from stakeholders related to transportation engineering and planning (e.g., developers, insurance companies, government agencies). Follows up on open requests with program staff.  
• Maintains divisional documents and filing systems (e.g., project files and agreements, policies, procedures, directories, signing authorities); and runs related reports. Prepares and processes documents related to agreements (e.g., requisitions, invoices, insurance certificates); uploads project documents and provides access to third parties.
• Works with the data management coordinator to provide collision reports as requested to stakeholders and project management staff, including collision diagrams for inclusion in reports. 
• As Records Assistant, maintains the divisional filing system, arranges offsite transfers, and ensures disposal/destruction of files, per corporate standards.  
• Coordinates logistics for divisional meetings. Prepares and distributes schedules.
• Processes mail and faxes.
• Keeps keys for program/storage areas. Submits facility work orders, as required.
• Maintains office supplies. Prepares cheque/purchase requisitions and blanket order release forms; processes invoices; and orders supplies. Arranges servicing of office equipment. Maintains sign-out/return of divisional laptops.
• Backs up Administrative Assistant (Transportation & Environmental Services), as required.
• Performs related duties as assigned.

Knowledge, Skills, and Abilities

• Knowledge of office and administrative procedures, word processing, reading, writing, and communication skills acquired through a Grade 12 education plus 3 years of related experience.
• Knowledge of and ability to follow policies, procedures, and legislation (e.g., privacy, accessibility). Working knowledge of the Regional road system, transportation/departmental programs. 
• Ability to exhibit confidentiality and discretion in handling material.
• Time management and organizational skills to collect, compile, and report program information; distribute/coordinate reports and correspondence in a timely manner; maintain administrative procedures, processes, and forms (e.g., templates); adapt to changing priorities; and work independently.
• Computer skills with ability to use software such as Microsoft Office and GIS.  
• Communication and interpersonal skills to effectively relate with staff and the public; provide program information and respond courteously and professionally to the public (developers, insurance agencies); and participate as an effective team member. 
• Ability to read and understand maps, traffic data, and collision report information. Ability to write/
• update administrative procedures; proofread and edit correspondence, documents, reports, databases, and program information using a standard template.
• Ability to support and demonstrate the Region’s values.