Operations Assistant

Job Details:
Temporary Full Time (CUPE 1329T)

Duration:
Indefinite term contract

Reason for Vacancy:
Leave of Absence

Posting Status:
Open to current Town of Oakville employees and external applicants

Closing Date:
Applications for this position must be received at oakville.ca in the employment section by no later than midnight on August 4, 2025.

Reporting to the Supervisor, Administrative Support Services, the Operations Assistant is responsible for providing timely, professional, courteous and effective administrative support to varied staff within two departments (Roads & Works and Parks & Open Space) at the Central Operations Facility.

Job Responsibilities:

• Provides day to day administrative support to Roads and Works (RW) and Parks & Open Space (POS) staff working from Central Operations, North Operations, SE Depot and Harbours;
• Receive requests from a variety of channels; telephone, email, CRM and counter and provides accurate information to the public as it relates to Roads and Works (RW) and Parks & Open Space (POS) services, including permit applications;
• Liaise between departmental staff and vendors, members of the public, other municipalities, government bodies, outside agencies and/or corporate services staff on behalf of RW and POS staff;
• Provides back up to other Operations Assistants (ie: vacation, sick, lunch breaks, etc.);
• Transcribes correspondence (letters, memos, reports, presentations, etc.) for management and other professional and technical staff;
• Organizes meetings, committees, receptions, functions and special events and keeps documentation and meeting minutes as necessary;
• Maintains mailing lists of external contacts and arranges for public meetings, mailings and record filings;
• Maintains, organizes and archives departmental, project and corporate files in accordance with file management protocols;
• Assists with the coordination of administrative tasks associated with the annual student and seasonal hiring process including the creation of letters, collating hiring packages, liaising with Supervisors, HR and payroll, supporting the orientation and interview processes;
• Liaises with new staff to orient them on office administration procedures and systems;
• Orders and maintains accurate inventory of all office related materials and supplies, and maintains supplies of departmental brochures, applications, guides and studies;
• Organizes and distributes incoming and outgoing mail;
• Administers and maintains locker assignments, clothing sheets, security access codes, program specific work details, etc., using spreadsheets for tracking purposes;
• Updates Emergency Plan Binder and organizational charts;
• Provide assistance in the creation of OU, OR and/or OP number on behalf of staff while maintaining vendor/contractor document and receives and completes follow through;
• Prepare and process VISA statements for reconciliation;
• Communicates with finance and purchasing staff to address process finance issues;
• Process a variety of financial transaction types for permits and programs, following department designated collection procedures and payment options;
• Enter and maintain online requests, paper files and logs related to service requests for both RW and POS staff;
• Data entry into CRM, and/or CIS/CityWorks Work Order Management programs and follow up with creating and closing Service/Work orders;
• Provide forestry support for notification and tree permits information, and Underground Utility locate coordination for departmental activities;
• Performs other duties as assigned.

Qualifications:

• Completion of a 2-year college diploma with specialized training in office administration and/or computer software with knowledge of accounting practices;
• 1-3 years of related administrative experience, coupled with knowledge of Town operational areas and departments. Candidates with equivalent combination of education and experience may be considered;
• The successful candidate must possess excellent organizational skills and have the ability to work and multi-task in a fast paced environment;
• Must possess exceptional front-line customer service skills that demonstrates the ability to communicate effectively and professionally, both with the public and staff;
• Positive participation as a team player is also a key component of this position;
• Superior keyboarding and computer software skills, including proficiency in computer applications (ie. Word, Excel, Outlook, Amanda, GIS, CIS, JD Edwards, CRM/ACR, CityWorks, Access Bank or equivalent programs);
• Must possess a strong attention to detail;
• Familiarity with municipal and regional levels of government;
• Should have a good understanding of standard Works Operations/Parks Maintenance and Forestry technical terminology used in an operational environment

DATED: July 25, 2025

This job profile reflects the general requirements necessary to perform the principal functions of the job. This does not include all of the work requirements of the job. Applicants are required to demonstrate through their application and in the interview process that their qualifications match those specified. The minimum threshold score for the interview is 75%.

We thank all applicants and advise that only those selected for an interview will be contacted.