Office Services Assistant (Transportation)

Region of Waterloo; Kitchener; Hybrid; CAD 41,000 - 47,000; Full time

Job summary

Region of Waterloo seeks an Administrative Support professional within Transportation Services. You will provide program support, respond to inquiries, and maintain essential documentation and databases. The role emphasizes accuracy, confidentiality, and collaboration with staff.

The position is hybrid, offering in-office and remote work, with a focus on data entry, reporting, and efficient workflow management to support planning and council activities.

Qualifications

• Grade 12 education with 3 years of related experience.
• Ability to follow policies, procedures, and privacy-related legislation.
• Strong time management, organization, and written/oral communication.
• Proficiency in Microsoft Office and GIS; able to handle reports and templates.

Responsibilities

• Prepare and coordinate divisional reports for committees and council.
• Provide administrative support: edit, format, distribute, and file documents.
• Create and maintain standard templates and forms; guide staff on usage.
• Upload and maintain divisional information on website and intranet.
• Maintain collision/volume data entries and verify codes.
• Respond to inquiries from stakeholders and coordinate with program staff.
• Manage filing systems, contracts, invoices, and access for third parties.
• Generate collision reports for stakeholders and project staff.
• Back up Administrative Assistant duties and perform related tasks.

Skills

Office administration

Communication skills

Time management

GIS

Microsoft Office

Map reading

Education

Grade 12 education

Tools

GIS

Microsoft Office

Job description

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.

• 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 [e-mail], or by calling our Service First Contact Centre at phone number [phone].

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).