Manager of Operations Administration

CITY OF ST. CATHARINES; St. Catharines; On-site; CAD 65,000 - 90,000; Full time

Job summary

CITY OF ST. CATHARINES is seeking an Administrative Lead for the Municipal Works Department on a 12-month contract. You will supervise a team of eight, manage processes, budgets, and service delivery, and collaborate across the organization to keep operations running smoothly.

You will oversee time reporting for CUPE employees, support collective agreements, and coordinate with external agencies. Strong organizational, communication, and confidential-management skills are essential.

Qualifications

• Three-year college diploma in business administration or related discipline.
• Three (3) years’ experience providing senior management/executive level administration and/or municipal administration.
• Demonstrated ability to manage in a unionized environment.
• Experience with time and attendance tracking (Kronos).
• Proven time management and organizational skills.
• Excellent communication and discretion with confidential information.

Responsibilities

• Provide supervision and leadership, developing and executing processes and policies for the department and 8-person administrative team.
• Oversee time and attendance for CUPE150/CUPE157 and other operations staff including management.
• Assist in budget input for Overhead Operations and Equipment Maintenance.
• Monitor budget lines with monthly statements and forecasting.
• Coordinate with Operations Managers to maintain CUPE policies and procedures.
• Apply collective agreements in line with CUPE articles and discipline.
• Liaise with external agencies for information on department operations.
• Record and allocate charges to proper accounts for labour, equipment, contractors and costs.
• Process and issue billing requests for department services.
• Provide customer service and handle public inquiries related to Operations.
• Compile reports from research material and data/files as needed.
• Improve department business processes and software for cost allocation and records maintenance.
• Coordinate with Citizens First and other departments for timely issue resolution.
• Maintain records and files at Lake St Service Centre per retention rules.
• Process accounts payable, credit card statements and standing orders.
• Provide general clerical support as required.

Skills

Leadership

Supervision

Budgeting

Organization

Time management

Communication

Problem solving

Confidentiality

Teamwork

Stakeholder liaison

Education

College Diploma in business administration

Tools

Kronos

Microsoft Access

Microsoft Office Suite

Job description

About the Role:

12-Month Contract

Looking for a role where you can put your leadership and organizational skills to use, support a great team and take on a variety of responsibilities? As the administrative lead for the City’s Municipal Works Department, you’ll supervise a team of eight and play an important role in keeping day-to-day operations running smoothly.

You’ll have the opportunity to work on everything from budgeting and process management to team leadership and problem-solving, while working closely with people across the organization. If you enjoy keeping things organized, supporting others and being the person people can count on, this could be a great fit for you.

What You'll be Doing:

• Provide supervision and leadership, in conjunction with the development and execution of processes and policies for the department and administrative team of 8 employees.
• Responsible for overseeing all time and attendance functions for CUPE150/CUPE 157 and all other Operations staff including Management.
• Prepare, input and administer the department's Overhead Operations budget together with the preparation and input of the Equipment Maintenance budget.
• Monitor budget lines through monthly operating statements, variance reporting and budget forecasting as required.
• Coordinate with the Managers of Operations to ensure that all CUPE 150/157 Contract policies, call-in lists, call-in procedures, General Rules of Practice are maintained in an up-to-date format and implemented correctly in a timely and efficient manner.
• Assist in the application of the Collective Agreements, adhering to it articles and disciplines for CUPE150/CUPE157.
• Liaise with outside agencies to obtain and provide information related to the department’s operations including but not limited to Niagara Regional Police, Ministry of Transportation, Ontario One Call and Niagara Region.
• Supervise the recording and allocation of charges and invoices to proper accounts for all activities including labour, equipment, Contractors and any other material/miscellaneous costs through Maintenance Management software.
• Supervise the processing and issuance of billing requests for Operation's services.
• Provide customer service and documentation for public enquiries and complaints, relating to activities and services of the Operations division to support timely resolution.
• Retrieval of required research material, data/files and compile reports to resolve concerns and questions.
• Create/manage the efficiency of the department's business processes and software programs for the collection and allocation of all department costs, initiation of miscellaneous recovery billings and maintenance of departmental records (facilities, equipment & infrastructure).
• Liaise with Citizens First and other corporate departments to support timely resolution of complaints and ensure, when required, that all process and procedure improvements are implemented.
• Manage the preservation, tracking, retrieval and disposal of all department records and files at the Lake St Service Centre in accordance with approved practice and retention schedules.
• Process and authorize accounts payable, credit card statements, standing order payments and hired equipment rentals.
• Provide word processing, clerical, data entry and file management services as required and all similar and related duties as assigned.

What's Required:

• Completion of a three-year College Diploma in business administration or a related discipline.
• Three (3) years’ experience providing senior management/executive level administration and/or municipal administration. Municipal, public sector or not-for-profit experience is preferred.
• Demonstrated ability to manage in a unionized environment.
• Experience with complex time and attendance tracking (Kronos).
• Demonstrated excellent organizational and time-management skills.
• Ability to prioritize tasks with a keen awareness and attention to detail.
• Proven problem-solving and decision-making skills.
• Exemplary communication skills with the ability to work well with other department staff and the public in a professional and courteous manner using tact and diplomacy.
• The ability to work in a team environment, liaise with key external and internal stakeholders at all levels of the organization and to function effectively with minimal supervision.
• Sound coaching, supervisory and leadership skills.
• Proven time management skills.
• High ability to maintain confidentiality.
• Knowledge of the Highway Traffic Act.
• Microsoft Office Suite with a high level of concentration in Microsoft Access.