Program Assistant (Waste Management)

The Role

Provides administrative support to the Division, specifically waste operations. Assists to maintain data in the Training Registration System (TRS) and Environmental Management System (EMS); and provides customer service to the public, contractors, and other service providers.

Duties/Responsibilities

• Provides customer service/reception at the Waterloo waste management operations centre. Maintains the Section inbox. Provides general information; processes requests for customer licence plate changes, or redirects inquiries to management, including complaints. 
• Provides administrative assistance to the Division. Creates, formats, scans/files, and distributes documents (e.g., reports, manuals, correspondence, spreadsheets, advertisements, meeting minutes and agendas). Organizes meeting logistics (e.g., books rooms/equipment, arranges catering).
• Assists to maintain divisional data and systems (e.g., environmental management, training registration). Enters data, links documents, and registers employees. Maintains suspension list for non-account customers. Creates/edits financial transactions in the scale transaction database as identified by internal staff and external contractors.
• Assists supervisors to maintain and post schedules, and track and report attendance information (e.g., employee contact information, vacation, attendance, overtime). Checks absenteeism phone line and reports to supervisor. 
• Assists supervisors to track, summarize, and report municipal roadside dumping claims, subsidies to charitable organizations, and community clean-up initiatives. Processes asbestos disposal requests for supervisors; communicates to staff. Scans/faxes/emails bills of lading and transaction slips for recycled materials purchases.  
• Runs reports for supervisors (e.g., density, tonnes, traffic counts, processing time, revenue). Maintains and manipulates spreadsheets.
• As records assistant, maintains divisional filing systems, arranges offsite transfer, and ensures disposal/destruction/retention of files, per corporate standards.
• Processes/coordinates uniform orders for operations staff. Assists staff to complete forms; reviews for completeness; provides to supervisor for approval; submits/receives/verifies order; and distributes to staff. 
• Provides information to divisional staff (e.g., uniforms, standard operating procedures, pay stubs, Regional services, policies and programs). Maintains bulletin boards (e.g., health and safety information, job postings, management communications). Distributes interoffice mail and correspondence to staff. Operates a two-way radio, as required, to contact staff on and off-site.
• Assists supervisors to track and monitor purchase orders for purchased services. Submits purchase requisitions (e.g., small vehicle user fee reimbursement, membership renewals). Orders office, janitorial supplies and inventory items from corporate stores. Arranges servicing of office equipment. 
• Backs-up some of the duties of the Technical & Financial Assistant (e.g., administration & maintenance of customer accounts). 
• Performs related duties as assigned.

Knowledge, Skills, and Abilities

• Knowledge of office and administrative procedures, data entry, word processing, math, communication, and bookkeeping/accounts receivable skills, acquired through a Grade 12 education plus 2- years of related office experience.
• Knowledge of and ability to work according to policies and procedures.
• Organizational, attention to detail, and problem solving skills to prioritize work, meet deadlines, and compile data for decision-making, budget preparation, and reports.
• Communication and interpersonal skills to interact with and respond courteously to the public; exchange information with staff; and participate as an effective team member.
• Computer skills with ability to use Microsoft Office Suite. Ability to use office equipment, a two-way radio, and telephone call routing system.
• Ability to draft/format forms, records, and correspondence; compile and run reports; record meeting minutes, and maintain records. Ability to read and proof/edit related documents (e.g., correspondence, reports, minutes).
• Ability to travel within Waterloo Region.
• Ability to support and demonstrate the Region’s values.