Works Advisor

Administrative

• Provides administrative support for Managers and Supervisors including correspondence, inputting budget information, coding, approving and tracking invoices, preparing reports and minutes, updating and maintain operational procedures, daily log books and guidelines, and create, record and maintains data entry into various spreadsheets on a monthly or as required basis;
• Maintain daily attendance tracking for department employees and the preparation, entering and balancing of daily time sheets into corporate systems in accordance with payroll requirements; monitor, assist and track balances for staff
• Designing and maintaining forms
• Performs reception functions, answers telephone inquiries from internal clients
• Performs other office duties such as filing, faxing, photocopying, and directing of incoming and outgoing mail
• Order, maintain and ensure adequate stock of stationary supplies at the regional office.
• Coordinates maintenance of all office equipment
• Schedules internal meetings
• Perform other related duties as may be assigned.

Work Order Management

• Provide quality administrative service to assist Managers and Supervisors in providing the highest level of citizen satisfaction with services delivered
• Receives service requests, determine allocation of work, generates work orders and related documentation, initiate response process, and follows up on service requests and work order status until completion. Verify and ensure proper tracking of all information within the work order is captured and correct for Corporate Balance Score Card, Benchmarking and Budget purposes.
• Assist with assignment of work orders to appropriate supervisors and with service boundary responsibilities
• Determine applicable service providers and initiates response process
• Run work tracking reports on a regular basis – clothing, locates, minutes, material report, callout list, benchmarking, etc.
• Settle all work associated costs, including inputting labor time and materials to the appropriate work order and cost centre
• Generates various status and historical data reports for management purposes
• Collaborates with Managers, Supervisors and staff to, maintain, troubleshoot, and record into the computerized long-term planned maintenance program and payroll system
• Provides service request follow up with the citizen, notify requester when work is complete when required.
• Maintains and updates a variety of monthly reports – safety talks, 227 overtime callout

Financial

• Creates and maintains statistical orders utilizing corporate software for tracking of labour fleet and material costs
• Inputs and tracks statistical key figures (unit of measures)
• Provides monthly (or as required) financial reporting for all supervisory staff
• Process requisitions and forward to Purchasing or Finance Department.