Roads Administration Clerk

BASIC FUNCTION

The Roads Administration Clerk reports to the Manager of Roads and is responsible for providing a range of administrative support duties for the County Roads Division.

PRINCIPAL RESPONSIBILITIES

• Provide administrative support to Manager of Roads and Roads Division.
• Conduct research assignments and retrieve information upon request.
• Review and process accounts payable transactions, including but not limited to capital account expenses, payment certificates, operating account expenses and engineering studies, ensuring accurate account coding and appropriate approvals are received.
• Coordinate and review municipal recovery invoicing regarding project cost-sharing and boundary maintenance activities.
• Maintain accurate filing system for paper and electronic files, including:
  • Coordinate with contract administrators and/or contractors to obtain applicable documentation as required by contract agreements.
  • Track and monitor dates for release of statutory and maintenance holdback payments.
  • Verify that there are no liens filed against the project.
  • Records management activities for the department in compliance with the County records retention by-law
• Prepare and send notices to stakeholders with regards to capital construction projects
• Perform various account reconciliations, reports, and summaries.
• Provide input and assist with the preparation of departmental budget.
• Set up purchase orders for capital and operating projects.
• Prepare capital project contract documents and coordinate signing.
• Assist with City Wide asset management software input and updates.
• Oversee the processing of job costing, including preparing monthly financial statements to monitor budgeted and actual expenditures, inspect accuracy of coding, and identifying and escalating any issues or discrepancies.
• Maintain the Roads section of The Well and the County’s website including preparing and posting content, keeping information up to date and accurate, including information such as construction project updates and road closure information.
• Coordinate public media for the Roads division, including preparing material and coordinating timing of social media content, print advertisements and general public information documents.
• Respond to requests for information and analysis as required, including requests from Treasury, other municipalities, contractors, and consulting agencies.
• Type correspondence, minutes, reports, agreements, and other division documents.
• Receive and review various permit applications, including checking for application completeness, coordinating payment processing and security deposit refunds, record keeping, and responding to general inquiries.
• Coordinate and prepare for meetings, including scheduling, room booking, taking minutes, and providing agenda.
• Provide back up support for the Engineering Services Administrative Assistant including payroll processing.
• Provide back up support for the Roads Operations Clerk
• Participate in other aspects of the department and act as Human Resources and Treasury resource for Roads division as required.
• Other duties as assigned.

MINIMUM QUALIFICATIONS

• Two-year college diploma in business administration or related field.
• Minimum four years of experience or equivalent in a municipal engineering administrative role.
• Ability to organize, manage priorities and maintain accurate records.
• Good communication and customer service skills.
• Strong attention to detail and experience with data entry.
• Working knowledge of Microsoft Office and knowledge of JD Edwards, CityWide, and FMW software considered as assets.
• Must be able to work independently and as part of a team.