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Office Services Assistant (Transportation)

Region of Waterloo
Kitchener, ON

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Détails du poste

Temps plein
Il y a 3 jours

Compétences

Traitement de bureau
Mobilisation des parties prenantes
Préparation de documents
Traitement de texte
Logiciels de cartographie
Classement
Microsoft Office
Bases de données
Diplôme d'études secondaires
Révision de textes
Gestion des archives
Gestion des données
Numérisation de dossiers
Sens de l'organisation
Contrats
Gestion des documents
Commande de fournitures
Compétences en communication
Gestion du temps
SIG

Description complète du poste

Office Services Assistant (Transportation)

Job Number: 4768
Job Type: Full-Time
Vacancy Reason: Backfill
Location: 150 Frederick St - Regional Admin Headquarters
Number of Positions: 1
Department: Transportation Services
Division: Transportation
Hours of Work: 35 hours per week
Work Schedule: Monday to Friday, 8:30am to 4:30pm (hybrid - 2 days per week in office)
Union: CUPE 1883
Grade: CUPE 1883 Grade 006
Salary Range: $30.26 - $34.24 per hour
Posting Date: August 25, 2026 at 12:00am
Closing Date: August 31, 2026 at 11:59pm

About Us!

The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Waterloo Region is part of the Dish with One Spoon wampum, a treaty guiding our commitment to:

Taking only what we need
Leaving some for others
Keeping the dish clean

This agreement underpins our vision, mission, and core value, and reinforces our dedication to meaningful reconciliation and equity.

Waterloo Region is home to over 674,000 residents and expected to grow to nearly one million by 2051. Guided by our 2023-2027 Strategic Plan, “Growing with Care,” we prioritize homes for all, climate aligned growth, equitable services and opportunities and a resilient and future ready organization. Our mission is to provide essential services that enhance the quality of life for all residents, while our core value emphasizes caring for people and the land we share. Join us and be part of a team dedicated to making a meaningful difference in our community.

The Role

Provides program and administrative support to the Division. Responds to/redirects, and tracks public inquiries for traffic collision data.

Duties/Responsibilities

Prepares and coordinates divisional reports for the Planning and Works (P&W) Committee and Council, per corporate and departmental guidelines. Prepares and distributes summaries.
Provides administrative support to the Division. Formats, edits, proofs, distributes, and tracks the status of documents and reports (e.g., financial and statistical data, contract specifications, technical reports, agendas, minutes).
Creates and maintains standard templates, forms, and related documents; provides support and guidance to divisional staff using same.
Uploads/maintains program information/documents (content provided by other staff) on website and intranet (e.g., road closures); ensures compliance with accessibility legislation and divisional standards/templates.
Assists in the maintenance of traffic collision and volume database systems. Receives and enters collision data from Police (e.g., impact type, directions of travel, location on map); verifies collision codes; scans and files information.
Receives and responds to/redirects inquiries from stakeholders related to transportation engineering and planning (e.g., developers, insurance companies, government agencies). Follows up on open requests with program staff.
Maintains divisional documents and filing systems (e.g., project files and agreements, policies, procedures, directories, signing authorities); and runs related reports. Prepares and processes documents related to agreements (e.g., requisitions, invoices, insurance certificates); uploads project documents and provides access to third parties.
Works with the data management coordinator to provide collision reports as requested to stakeholders and project management staff, including collision diagrams for inclusion in reports.
As Records Assistant, maintains the divisional filing system, arranges offsite transfers, and ensures disposal/destruction of files, per corporate standards.
Coordinates logistics for divisional meetings. Prepares and distributes schedules.
Processes mail and faxes.
Keeps keys for program/storage areas. Submits facility work orders, as required.
Maintains office supplies. Prepares cheque/purchase requisitions and blanket order release forms; processes invoices; and orders supplies. Arranges servicing of office equipment. Maintains sign-out/return of divisional laptops.
Backs up Administrative Assistant (Transportation & Environmental Services), as required.
Performs related duties as assigned.

Knowledge, Skills, and Abilities

Knowledge of office and administrative procedures, word processing, reading, writing, and communication skills acquired through a Grade 12 education plus 3 years of related experience.
Knowledge of and ability to follow policies, procedures, and legislation (e.g., privacy, accessibility). Working knowledge of the Regional road system, transportation/departmental programs.
Ability to exhibit confidentiality and discretion in handling material.
Time management and organizational skills to collect, compile, and report program information; distribute/coordinate reports and correspondence in a timely manner; maintain administrative procedures, processes, and forms (e.g., templates); adapt to changing priorities; and work independently.
Computer skills with ability to use software such as Microsoft Office and GIS.
Communication and interpersonal skills to effectively relate with staff and the public; provide program information and respond courteously and professionally to the public (developers, insurance agencies); and participate as an effective team member.
Ability to read and understand maps, traffic data, and collision report information. Ability to write/
update administrative procedures; proofread and edit correspondence, documents, reports, databases, and program information using a standard template.
Ability to support and demonstrate the Region’s values.

Region of Waterloo is committed to building a workforce through fair, equitable, and accessible hiring practices that allow us to hire qualified staff who reflect the diversity of the community we serve and to promote a respectful, inclusive, and equitable workplace.

We invite all interested individuals to apply and actively encourage applications from members of groups with historical and/or current barriers to equity, including, but not limited to:

First Nations, Métis and Inuit peoples, and all other Indigenous peoples;
members of groups that commonly experience discrimination due to race, ancestry, religion and/or spiritual beliefs, or place of origin;
persons with visible and/or invisible (physical and/or mental) disabilities;
persons who identify as women; and persons of marginalized sexual orientations, gender identities, and gender expressions

For questions or to request accommodations during your recruitment, onboarding or employment, please contact [email protected], or by calling our Service First Contact Centre at phone number (519) 575-4400.

Use of Artificial Intelligence in the Hiring Process: Region of Waterloo may use artificial intelligence (AI) tools to enhance efficiency during the recruitment process. However, applications will also be reviewed by a member of our Talent Acquisition team to ensure a fair and thorough assessment. AI does not make final hiring decisions.

Please note: candidates will be provided an update on their application. Please check your spam or junk folder occasionally as some candidates have noticed our emails in those folders (Gmail and Hotmail in particular).

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