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Reporting to the Supervisor, Business and Customer Service, The Part-Time Facilities Booking Clerk is responsible for timely, courteous and effective handling of all front-end customer inquiries, requests and transactions in the Facility Booking Office by providing information in response to facility rental inquiries and prepare, process and issue one-off booking requests and last minute over-the-counter bookings. The position also provides administrative, clerical duties within the Facility Booking Office including checking and responding to telephone calls, voice mail, email and redirecting client inquiries.

Responsibilities:

• Include providing customer service including, receiving, documenting, and accurately responding to requests, inquiries and complaints from the public and internal clients, delivering front-line service in person, by telephone, fax, voicemail, email, and processing applications
• Receiving and processing payments, ensuring various cash control and reconciliation functions are accurate
• Receiving, processing and verifying permit applications and client contracts for clients
• Liaising with staff, RCS Operations staff and community groups regarding user group conduct or facility issues
• Assisting Facility Booking Clerk (Clerk F) with overflow permit processing and issuance of completed contracts
• Performing other duties as assigned

Requirements:

• Demonstrated knowledge and skills of generally accepted administrative practices and procedures normally associated with an Office Administration College Certificate, plus one year of relevant customer service experience; or have the equivalent combination of education and relevant experience
• A diploma in Office/Business Administration or Recreation and Leisure Studies is a strong asset
• Established PC skills and experience in using relevant software (i.e. MS Office Suite, Class, Intelli)
• Strong organizational and negotiation skills; ability to work independently, quickly and competently in a multi-task environment with frequent interruptions and ability to work under pressure to meet deadlines
• Excellent customer service and interpersonal skills, and ability to communicate courteously and effectively, both orally and in writing
• Ability to exercise discretion and tact and maintain a high degree of confidentiality
• Ability to work shifts, including days, evenings and weekends

As a condition of employment, the City of Oshawa will require successful candidates to undergo a Criminal Records and Judicial Matters Check.

Please be advised that position location as noted is at the time of posting and is subject to change, as required due to operational needs.

• Provide neutral advice on human rights related policies and programs to City staff and residents who use City services or facilities

• Provide guidance on accommodation requests to residents, employees, and management staff

• Work cross-functionally with other People and Equity staff to embed human rights

• Develop resources, tools, and communications to support human rights related initiatives

• Research and stay informed of trends, legislations, policies, strategies and tactics across other cities, levels of government and corporations to identify leading practices

• Prepare and/or processes confidential information, records, reports, forms, presentations, guides and correspondence;

• Provide effective, confidential, and impartial consultation/issue resolution services, interpretation and guidance to all levels of management, employees, and external organizations, requiring an integrated knowledge of human rights, equity, and interpretation of legislation, collective agreements, policies, programs and processes related to human rights, accessibility, and equity.
   

Key Qualifications:

1. 1. Considerable experience in human rights within a major unionized public or private sector organization.

   2. Demonstrated experience in alternative dispute resolution processes, and in undertaking harassment/discrimination investigations, drafting investigation reports, and recommending appropriate human rights interventions and remedies.

   3. Knowledge and experience in applying relevant provisions of the Human Rights Code, the Accessibility for Ontarians with Disabilities Act, the Occupational Health and Safety Act, the Workplace Safety and Insurance Act, collective agreements, human rights case law, and related legislation (e.g. Employment Standards Act)

   4. Experience in researching, developing and implementing anti-racism, equity, diversity and human rights-related projects, policy and/or education is also a vital requirement of this role.

   5. Highly developed communication, presentation and human relations skills with the ability to communicate persuasively and effectively at all organizational levels.

   6. Ability to exercise sound judgement and remain impartial.

   7. Excellent analytical, mediation, negotiation and problem-solving skills and ability to work in a fast pace and high pressure environment.

   8. Post-secondary education in a professional discipline pertinent to the job function, and/or an equivalent combination of education and experience. A Law degree (LLB or JD) would be considered an asset.

Reporting to the Manager, Ashbridges Bay TP Projects, the Support Assistant B will perform in a fast-paced collaborative environment providing administrative support to various teams in two units.

Major Responsibilities:

• Performs varied administrative tasks involving the preparation, research, summary and reconciliation of data and the control and expedition of documents, data, revenues and cash. Prepares and   processes documents/statistical summaries/reports etc. Assesses and analyses data. Drafts and signs correspondence.
• Checks work for accuracy and conformity with regulations, policy and procedures and corrects/resolves outstanding/incorrect items. Identifies issues and recommends solutions. Performs complex calculations.
• Operates office equipment and computers utilizing a variety of software packages, applying speed and skill. Prepares presentation material. Utilizes detailed layout and formatting.
• Co-ordinates and maintains an electronic record/retrieval system.
• Responds to e-mails, telephone and in-person inquiries from senior staff, the public, agencies and other levels of government utilizing in-depth knowledge of procedures, regulations and criteria.
• Coordinates onboarding for new staff, and ongoing issues management for staff including IT coordination.
• Prepares and tracks expense reports, training requirements, conference/seminar attendance and submissions, maintains and tracks equipment and H&S supplies inventories.
• Assists with budget administration for unit.
• Co-ordinates meetings, events and schedules. Prepares agendas. Takes/transcribes minutes.

Key Qualifications:

1. Considerable administrative experience in a team-oriented customer service environment.
2. Considerable experience in administrative processing and reviewing documents to
3. Ensure accuracy and conformity with legislation, regulations, policy and procedures and correcting incorrect items.
4. Considerable experience in Microsoft Office Suite, specifically using Word and Excel.
5. Experience using computer based records management systems, and online data management or request systems.
6. Experience drafting, preparing and formatting agendas, minutes, letters, reports, memos, and other business documents.

You must also have:

• Ability to set priorities, meet deadlines, be resourceful, adaptable and able to work independently with minimal supervision in a fast paced environment.
• Ability to work effectively with staff and deal with the public tactfully and courteously. Aptitude with figures, attention to detail and ability to do arithmetic calculations accurately.
• Excellent interpersonal skills with ability to communicate effectively, both orally and in writing and able to compose detailed correspondence and to proof read materials.
• Ability to exercise independent judgement and discretion in dealing with confidential matters and correspondence.
• Familiarity in archiving and retrieving files manually and/or electronically in an organized manner. Working knowledge of workplace relevant legislation including Human Rights and Occupational Health and Safety Act.
• Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces.

 
A Qualified List of candidates will be established for the Support Assistant B position in the Engineering & Construction Division and will be in effect for 2 months from the date the list is created. Qualified candidates on the list may be considered when filling future permanent and/or temporary vacancies in this position.

Notes:
Applicants are required to demonstrate in their resume that their qualifications match those specified in the job posting.

The Intermediate Financial Analyst (FA II) provides complex transactional support for a process within an accounting cycle and/or full cycle accounting support for small scope contract(s) or business unit(s).  At this level, the incumbent typically supports multiple portfolios or business units.

KEY DUTIES & RESPONSIBILITIES

• Provides complex transactional support for a process within an accounting cycle and/or full cycle accounting support for small scope contract(s) or business unit(s).
• Completes and resolves assigned account reconciliations.
• Prepares, gathers, consolidates and reports routine data.
• Prepares routine monthly reports.
• Prepares monthly client invoices.
• Prepares and reconciles basic audit working papers.  Maintains accurate and complete records for audits.  Gathers audit support data upon request.  Documentation is reviewed prior to submission.
• Reviews results to determine accrual entries in coordination with internal managers.
• Reconciles month end results for simple contract(s) or business unit(s) for sub ledger reconciliations.
• Prepares bank reconciliations.
• Prepares month end journal entries.
• Reviews and enters time cards.
• Codes and validates expense reports, vendor invoices and procurement cards.
• Enters data to sub ledger systems and direct to G/L.
• Identifies complex and resolves basic transactional accounting discrepancies.  May require management involvement.
• Identifies and recommends process improvement opportunities at an account level following GAAP procedures.
• Prepares memos and provides variance explanations.  Summarizes findings and recommendations.  Provides input to process documentations.

KNOWLEDGE & SKILLS REQUIRED

• Job-Related Experience: 3-5 years or more
• College Diploma or equivalent training (e.g. RPA, CET)
• Ability to identify complex and resolve basic transactional accounting discrepancies
• Ability to identify and recommend process improvement opportunities at an account level following GAAP procedures.
• Ability to communicate basic accounting principles to support procedures and to explain financial results within the team and to internal customers.
• Ability to prepare memos, provide variance explanations and input to process documentations, and write summaries of findings and recommendations.
• Intermediate level knowledge of current accounting systems and MS Office suite of software

Licenses and/or Professional Accreditation

• Partially completed an Accounting designation program (CGA, CMA)

The HR Business Partner will provide day to day support to Manager, HRBPs and Business Leaders across Supply Chain for Distribution Centres and Corporate teams to help drive high impact HR initiatives, Labour Relations and other programs that will respond to and meet the business needs and priorities for the current state and the future.

• Provide coaching, consultation, guidance and support to the Manager HRBP as well as Operational and Corporate Managers on individual employee issues, non-medical accommodations and performance management.

• Support the Labour Relations Strategy by facilitating the Exchange Process including Team Advisor elections, training, issues tracking and documentation, facilitation of meetings at a variety of levels. Work with leaders to discuss and resolve global employee issues to support a positive work environment.

• Work collaboratively with the broader HR team to ensure successful implementation of HR initiatives and annual programs within Supply Chain business units.

• Collaborate with the enterprise HR team and support the HRBP in creating solutions aligned with business strategy and supported by the appropriate change management activities.

• Support the Manager HRBP in identifying meaningful insights based on key people trends and organizational strengths and constraints.  Brings forward recommendations to solve problems as it relates to people practices for the business.

• With guidance from the Manager HRBP, identify and suggest options for the business and coach the business leaders to understand their actions and potential outcomes of people- related decisions (e.g., performance management, talent moves etc.)

• Pull reports and use knowledge of the business, reporting and metrics to monitor health of the business and track success of HR initiatives in partnership with the broader HR Team

• Support hourly annual wage updates, monitor, identify and problem solve hourly wage table issues.  Support annual Supervisor SRP program.   

• Support the Manager HRBP with coordinating and/or facilitating leadership development opportunities.

What you bring

• Strong relationship building, facilitation, problem solving, prioritization and communication skills.

• 2-3 years of experience working within an HR environment, ideally with a frontline workforce.

• Experience supporting front line hourly employees in distribution, manufacturing or retail environment.

• Relevant knowledge of HR functions regarding the Employee Life Cycle (workforce planning, staffing & selection, development, performance management, compensation& benefits, succession)

• Ability to compile and analyze data to draw meaningful insights.

• Experience with Workday or other similar HRIS/HCM systems.

• Good level of analytical thinking and generative problem solving

• High degree of comfort in ambiguity and willingness to embrace change.

• High level of empathy, trustworthiness, strong influencing skills

• Ability to think beyond existing solutions and generate innovative solutions or offerings.

• Requirement to work on site at DCs in the GTA and/or at Corporate Offices as required.

Hybrid

We value flexibility. We have adopted a hybrid work model whereby employees use a combination of working in office and virtually in service of outcomes. Each leader is empowered to decide what work is best achieved in person based on the unique needs of their team.

#LI-NV1

WHAT YOU NEED TO KNOW

• Language Requirement: Various language requirements, locations may require English only, French only OR Bilingual competencies. Some positions require English oral, reading, and writing. Some positions required French oral, reading and writing.       
• Police Record Check: The successful candidate will be required to complete a Vulnerable Sector Check with the Police Services detachment in their jurisdiction to the City of Ottawa’s satisfaction.; Note: Under the age of 18, requires a Criminal Record and Judicial Matters check in place of the Vulnerable Sector Check.; Police record checks completed by a third-party company will not be accepted.  
• Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic requirements. 
• Please save a copy of the job poster. Once the closing date has passed, it will no longer be available. 

We wish to thank all applicants for their interest and effort in applying for this position. Only candidates selected for interviews will be contacted. 

WHAT YOU NEED TO KNOW

• Language Requirement: Designated Day 1 Ready – immediate requirement for language proficiency: French: oral. English: oral, reading, writing. Candidates must meet language requirement for position upon hire.  
• Police Record Check: The successful candidate will be required to complete a Criminal Records and Judicial Matters Check with the Police Services detachment in their jurisdiction to the City of Ottawa’s satisfaction. Police record checks completed by a third-party company will not be accepted.  
• Effective January 2024, any employee who is hired or transferred to the Ottawa Paramedic Service in a substantive, temporary, secondment, or contract position shall provide satisfactory proof, prior to their start date, of being vaccinated against COVID-19 including being up to date on current additional doses, as recommended by the Canadian Immunization Guide, Part 4." 
• You will be required to attend, understand and complete all courses of study as may be required by the Branch to allow you to function effectively and legally in the capacity of Communication Officer. Once the required certifications are obtained, and your training program is complete, you will become eligible for the position of Communication Officer which has an annual pay band of $85,250.10 - $99,786.96 (2024 rates of pay).
• Please save a copy of the job poster. Once the closing date has passed, it will no longer be available.

We wish to thank all applicants for their interest and effort in applying for this position. Only candidates selected for interviews will be contacted. 

 WHAT YOU NEED TO KNOW

• Language Requirement: English oral, reading, writing required. 
• Driver’s License Requirement: A valid Ontario unrestricted G class driver’s license (or provincial equivalent) with no more than 6 demerit points accumulated    
• Additional vacancies may occur during the competition process. 
• Alternative educational credentials combined with job-related experience, demonstrated performance, and ability may be considered in lieu of stated academic requirements. 
• Please save a copy of the job poster. Once the closing date has passed, it will no longer be available.

We wish to thank all applicants for their interest and effort in applying for this position. Only candidates selected for interviews will be contacted.