Program Assistant (Regulatory - Water Operations)

The Role

Provides administrative regulatory and program support to the water operations team, including administering and maintaining information in document management systems, databases (e.g. Lucity), and the drinking water quality management system. 

Duties/Responsibilities

• Provides administrative regulatory and program support to the water operations team and other teams as needed, including preparing, distributing, and tracking operations and maintenance documents (e.g., capital project document review submittals, as-built drawings, operations and maintenance manuals, SOPs, compliance documentation (e.g. Form 1, Form 2, Form 3), health and safety documentation, reports). Forwards documents to appropriate parties as required, and monitors and follows up to ensure deadlines are met and documentation is complete, accurate, and properly executed and sealed. 
• Provides support for visitor reception and inquiries, contractor log, and couriers.
• Administers an electronic document management filing system and prepares and tracks documents (e.g., compliance and asset management data/reports, agendas/minutes, organizational charts, committee and council reports). Formats, proofs, and corrects grammatical errors and notifies report authors for more complex corrections. 
• Sets up meetings for the team (e.g., room and equipment booking and setup, reference material, catering). Records, prepares, and distributes meeting minutes and agendas. 
• Develops and maintains operational and administrative forms and templates for the team.
• Creates and prepares standard purchase orders in the financial system. Responds to or forwards inquiries from vendors. Liaises with Procurement to administer procurement generated by the team. Reconciles purchasing card statements for the team and submits to Finance. 
• Maintains hard copy filing systems, arranges offsite transfer, and ensures the disposal, destruction, and retention of files per corporate standards.
• Maintains confidential staff information (e.g., operating licenses).
• Maintains and recommends office and administrative policies and procedures for the team. 
• Responds to inquiries regarding divisional programs and services or directs to appropriate staff. Liaises/follows up with project staff regarding public inquires, and updates customer service database accordingly.  
• Prepares cheque and purchase requisitions, places orders, and maintains office supplies. Has signing authority for office supplies. Maintains office equipment and arranges servicing as required. 
• Submits Facilities requests and tracks completion. 
• Processes mail.
• Exchanges information daily with other departmental and regional staff to coordinate meetings and project schedules (e.g., Design and Construction, Engineering and Planning, Infrastructure and Program Planning, Environmental Enforcement and Laboratory Services, Finance, Service First Contact Centre, Corporate Communications, Legal, Clerk’s Office).
• Organizes and plans work to meet the team’s priorities and schedules. 
• Acts as a resource to new and existing staff regarding divisional policies, procedures, and corporate tendering, contract, and agreement processes. 
• Backs up other divisional administrative staff and supports the division administratively as required. 
• Supports larger departmental events and tours as required.
• Assists management with the administrative aspects of onboarding and offboarding staff.
• Performs related duties as assigned.

Knowledge, Skills, and Abilities

• Knowledge and skill in office and administrative procedures and communications are acquired through a grade 12 education plus 3 years of related experience (or an equivalent combination of higher education and lower experience). 
• Knowledge of and ability to comply with policies, procedures, and legislation (e.g., Safe Drinking Water Act, AODA, Privacy). 
• Working knowledge of the services provided by the Division, and familiarity with technical terminology associated with water treatment.
• Document management skills (e.g., organizing, reviewing, verifying, recording) to track documents and maintain a records system in an engineering-based environment.
• Ability to treat sensitive information with confidentiality and discretion.
• Time management, organizational, and problem-solving skills to prioritize and complete work to meet deadlines; handle simultaneous demands; adapt to multiple priorities; and collect, compile, and report information.
• Communication and interpersonal skills to follow up with others as part of the contract proposal and agreement process; present information and provide support and training on administrative procedures and processes; and participate as an effective team member. 
• Ability to read and understand policies, procedures, contracts, agreements, reports and documentation. Ability to write, proofread, and edit clear, concise correspondence, documents, reports, and administrative procedures.
• Computer skills with ability to use software such as Microsoft Office (including Excel), a corporate financial system (e.g. Oracle), program management systems (e.g. Lucity), and data visualization software (e.g. Power BI). 
• Ability to support and demonstrate the Region’s values.