Overview

As part of the Support Services team, you will work collaboratively with various divisions within the INS department to provide accurate and timely entry, maintenance and validation of information relating to service requests, work orders and accounts payable/receivable tasks.
 
We are looking for someone who is:

Service Oriented - Listens, engages, and acts to provide timely and quality service.
Organized - Able to multitask and communicate effectively while working under pressure.
A Team Player - Thrives in a collaborative environment while keenly focused on getting things done.

Hours of work: Monday to Friday from 8AM to 4:30PM

(Temporary Part Time for Approximately 18 Months)

Responsibilities

• Respond to telephone inquiries/requests from the public, other city departments, outside agencies, and Councilors.
• Provide quality assurance by identifying incomplete or inaccurate information, tracking and following up on missing information, and correcting data entry errors.
• Documents business procedures and maps processes.
• Undertake research, collect, and compile information for reports; initiate and investigate the same for management and staff (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.
• Create service requests and/or work orders in response to inquiries from the public, division, other city departments and outside agencies.
• Enter resource usage (labor, equipment, materials, and productivity information) into the work management system. Initiate computer interface that transfers data records into PeopleSoft. Run validation reports. Researches and rectifies data anomalies. Approves payroll for final processing by Payroll Administrator. Works with Human Resources Assistant (Benefits) to resolve discrepancies e.g., new hires, transfers, and pay increase information) between Cityworks and PeopleSoft.
• 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 performed by the division for external customers. Process material payables, field orders, purchase orders.
• Provide backup to other administrative staff as required.
• Performs other related duties as assigned.

Education

• Minimum Grade 12 diploma plus up to one year of additional job related post-secondary education.

Experience

• Minimum 1 year of related work experience.

Additional Requirements

Knowledge, Skills, and Abilities

• Proficient in the use of computer software packages including Microsoft Word & Excel, PeopleSoft and SAP (accounts 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.
• Reliable with a good attitude and employment record.