Overview

Overview

Overview

The Project Administrator is accountable for the delivery of project sub-components and non-technical projects.

KEY DUTIES & RESPONSIBILITIES 

For the assigned non-technical projects and project sub-components:

·       Supports the delivery of projects through effective coordination and delivery of assigned sub components within overall projects.

·       Assists in the preparation and execution of vendor proposal requests, bid calls, and contract preparation / award.

·       Delivers non-technical projects (i.e. furniture installation, furniture reconfiguration, office space construction, office painting and re-carpeting, etc.).

·       Researches and liaises with vendors to obtain quotes. Provides recommendation on preferred vendor.

·       Develops cost estimates for assigned non-technical projects.

·       Determines and prepares resource requirements.

·       Develops schedules and monitors progress against timelines. 

·       Develops and maintains effective relationships with vendors.  Monitors work progress to ensure completion.

·       Ensures assigned project sub-components and non-technical projects are delivered on-time, within scope, budget and requirements, and complies with all regulatory, environmental, health and safety requirements.

Client Relationship Management

·       Develops and maintains effective relationships with clients. 

·       Accountable for resolving issues, managing client expectations, and ensuring client satisfaction.

·       Escalates issues as needed.

Project Administration

·       May perform project administration duties.

KNOWLEDGE & SKILLS

·       3 to 5 years of project administration work experience or administrative work experience with a Community college diploma or equivalent training.

·       Administrative, coordination and organizational skills – administrative and organizational skills along with related administrative and coordination work experience.

·       Project coordination – project coordination abilities along with proven experience in coordinating the end-to-end delivery of project sub-components.

·       Non-technical project delivery – proven ability to deliver non-technical projects.

·       Proposal and Contracts – Familiar with industry vendor acquisition practices and contract forms and preparation.

·       Cost estimation – proven ability and experience in preparing cost estimates.

·       Project scheduling – proven ability and experience in creating project schedules and determining resource requirements.

·       Vendor coordination – proven ability and experience in coordinating vendor work and ensuring work completion.

·       Communication –effective communication and influencing skills.

·       Computer proficiency – proficient in and experience with MS Office suite of applications along with proven ability to quickly learn new applications. 

Licenses and/or Professional Accreditation

§  Demonstrates an interest in pursuing Project Management Institute Accreditation.

CLOSING DATE: September 24, 2024

AREA OF RESPONSIBILITY:

Reporting to the Manager, Accounting, this position is responsible for running various scheduled accounts payable payment runs and data entry of General Ledger journals into PeopleSoft Financial system. Reviews employee expense reimbursement requests. Completes filing duties.

• Complete Weekly Accounts Payable payment run.
• Complete Bi-weekly Accounts Payable payment run.
• Complete Miscellaneous Accounts Payable payment run.
• Complete Refund Accounts Payable payment run.
• Complete Employee Accounts Payable payment run including employee reimbursements.
• Print electronic Accounts Payable invoices.
• Review, verify and enter General Ledger journals into PeopleSoft Financial system.
• Review employee expense reimbursement requests and verify backups and appropriate approvals.
• Assist with internal and external audits.
• Filing of Purchasing Cards.
• Create and archive Accounts Payable vendor files.

SELECTION CRITERIA:

• High school (Grade 12) graduation plus an additional program of over one year and up to two years or equivalent in Accounting.

• Over one (1) year, up to and including two (2) years’ experience

• Requires strong analytical skills.
• Must be proficient in Excel and other Microsoft Window applications.
• Exceptional written and verbal communication and interpersonal skills with an emphasis on customer service.
• Able to work independently and as part of a team.

**Preference will be given to students that have a permanent residency in Brampton. 

**Various tests and/or exams may be administered as part of the selection criteria.

Interview: Our recruitment process may be completed with video conference technology.

CLOSING DATE:  September 8, 2024

AREA OF RESPONSIBILITY:

This role is responsible to provide leadership and guidance to support strategic initiatives within Fire & Emergency Services.  Accountable to manage people, resources and provide decision-making that impact significant programs, processes, policies and practices to meet the Service Plan. Accountable for business planning, financial management, trending, service planning, research and project management planning and execution. Provide oversight on capital budget analysis and manages the office administration staff.  Strategic projects including, but not limited to departmental master planning, developing and maintaining community risk assessments, business plan mapping for future operational and capital requests and overseeing significant departmental and corporate initiatives. 

KEY RESPONSIBILITIES

1. OPERATION STRATEGY

• Oversee the planning, implementation, execution and evaluation of administration and business services initiatives that improve on business processes and sustain high-levels of customer service.
• Work on special projects that support strategic direction that integrate with the Fire Master Plan.
• Implement corporate projects and initiatives as approved by CLT and or Council.
• Analyze operational efficiencies and cost effectiveness to implement innovative strategies, policies and procedures that will harmonize with Fire Services.
• Contribute as a member of the fire management team in the formulation of philosophy, mission, corporate goals and objectives related to the provision of excellent services and programs.

1. TEAM LEADERSHIP

• Manage, coach and provide guidance to promote effective employee relations and encourage increased morale, innovation and productivity to meet the goals and objectives.
• Conduct performance management formal process and annual reviews.

1. CUSTOMER SERVICE

• Liaise and interact with agencies, other Fire Services, public and private sector organizations, departments and stakeholders to exchange information and acquire knowledge.
• Provide expertise and guidance to internal and external stakeholders on specialized enquiries and convey complex issues to influence decision-making.

1. RELATIONSHIP MANAGEMENT

• Build and foster strong working relationships and collaborative arrangements with internal and external customers, stakeholders, business and community leaders, sponsors, public and media to meet the Service Plan goals and objectives.

1. CORPORATE CONTRIBUTION & STASTICAL ANALYTICS

• Anticipate, assess and evaluate internal and external risk factors that affect the organization such as technological and organizational practices and recommend business strategies to control risks and improve quality of services and efficiencies.
• Prepare business reports using data to make qualitative and quantitative recommendations for future changes and development opportunities.
• Maintain knowledge of all laws, regulatory, judicial mandates, ordinances, legislative various acts, codes and by-laws set out by Federal, Provincial or Municipal levels of government.

1. BUDGET AND BUSINESS SERVICES MANAGEMENT

• Lead departmental budget process and liaise with Finance and internal stakeholders in accordance with all applicable City financial and budgeting policies.
• Produce financial forecast reports to ensure budget compliance.
• Monitor and control the budget, ensuring approvals and spending are consistent with operating objectives to ensure budget compliance.
• Collaborate with Business Service departmental group for integration opportunities and shares cost effectiveness approaches for seamless financial reporting.
• Develop and analyze multi-year capital budget plans and provide financing options for all programs and prepare forecasts and cash flows for each portfolio.
• Lead new departmental procurement initiatives in accordance with City policies and procedures.

1. TEAMWORK AND COOPERATION

• Ability to foster engagement, debate and discuss building of consensus to achieve Service Plan goals and objectives.
• Represent the Fire Chief and Fire and Emergency Services on committees and corporate projects.
• Ability to work collaboratively within a team environment to achieve Service Plan goals and objectives while respecting diverse cultural backgrounds and perspectives.
• Demonstrate success developing and implementing multi-faceted Service Plans for diverse stakeholders with wide-ranging impacts.
• Demonstrate corporate values at all times.

SELECTION CRITERIA:

EDUCATION:

• Post-secondary degree or diploma in Business Management, or Public Administration or equivalent in related field or formal training sufficient to fulfil job requirements.
• Relevant financial or administrative professional designations are assets
• Proven ability to implement significant strategic projects and initiatives involving numerous stakeholders in a timely manner.

REQUIRED EXPERIENCE:

• 7-10 years administrative leadership experience preferably in both public or unionized environment is an asset
• 5-7 years management experience managing staff
• Understanding of Fire & Emergency Services business operations
• Planning and implementing programs and activities

OTHER SKILLS AND ASSETS:

• Expert knowledge of Municipal, Regional, Provincial and Federal Governments, applicable Legislations and awareness of current social, economic and political priorities is an asset.
• Knowledge of Brampton Fire & Emergency Services is an asset.
• Highly developed relationship management and public relations skills; Interface with internal and external key stakeholders, community groups, government agencies, public and private sector organizations.
• Highly developed organizational skills: detail oriented, well organized and able to prioritize highly-complex tasks with critical deadlines.
• Highly developed analytical skills for complex problem solving; fiscal and financial acumen
• Computer proficiency in Microsoft office/software.

 LI-AV

**Various tests and/or exams may be administered as part of the selection criteria.

Interview:  Our recruitment process may be completed with video conference technology.

CLOSING DATE:  August 26, 2024

AREA OF RESPONSIBILITY:

Reporting to the Manager, Admin Services & Elections, provides administrative support related to the review, monitoring and issuance of municipal stationary business licences under the Licensing By-Law.

• Responds to inquiries regarding stationary business licensing; ensuring complaints are referred to the appropriate section and/or outside agency.
• Generates and distributes application packages as part of the annual licence renewal process.
• Receives and processes licence applications and fees.
• Prepares licences and related documentation for issuance.
• Prepares and maintains licensing records for each licensee; including data entry and filing.
• Liaises with various agencies as well as internal and external enforcement authorities to ensure licensee compliance is maintained.
• Processes financial transactions on a daily basis; including payments, refunds and bank deposits. Generates statistics as required.
• Provides customer service related to operations within the City Clerk’s Office, including preparation of death registrations and marriage licences.
• Provides front counter relief for the City Clerk’s Office as required.
• Provides assistance during municipal election and by-elections.
• Performs additional similar and related duties as assigned.

SELECTION CRITERIA:

• High School (Grade) 12 graduation plus an additional program of up to one (1) year in Business Administration, Office Administration or equivalent.
• Over two (2) years, up to and including four (4) years.
• Strong working knowledge of Microsoft Office and related software.
• Exceptional written and verbal communication and interpersonal skills with an emphasis on customer service.
• Able to work independently and as part of a team.

**Various tests and/or exams may be administered as part of the selection criteria.

Interview:  Our recruitment process may be completed with video conference technology.

Applicants who do not meet the educational requirements but have direct related experience may be considered.

CLOSING DATE:  Aug 13, 2024

AREA OF RESPONSIBILITY:

Reporting to the Supervisor, Administrative Services, the Coordinator, Administration is responsible to coordinate the administrative functions for East/West district facility teams which support the programs and services offered at multiple facilities.  The Coordinator, Administration will directly supervise the Recreation Admin Clerk, and have dotted line reporting relationships with the Facility Clerks to ensure administrative functions are achieved within prescribed timelines and quality service standards. Act as a key source of contact to meet operational needs and corporate service standards.

KEY RESPONSIBILITIES

1. OPERATION SUPPORT

• Provide day-to-day coordination, guidance and support for defined programs, processes, policies, practices and project initiatives to meet operational needs and corporate service standards.
• Ensure appropriate financial and statistical records are maintained including the review of daily revenue packages, oversite of transactional documentation, management of accounts receivable, monitoring of facility usage, and inventory control management.
• Maintain tight controls on cash handling standards and any associated procedures to ensure that they are implemented and maintained consistently.
• Provide procedural guidance to ensure operational compliance with audit recommendations, administrative procedures, policies, and practices.
• Oversee facility payroll & HR administration to ensure accuracy, accountable management oversite, and timely reporting.
• Audit administrative processes (e.g. cash handling, payroll, liability insurance, etc.) to ensure adherence and compliance to corporate and departmental standards.
• Advise and follow-up with supervisory teams concerning reporting requirements, processes and deadline adherence.
• Oversee concession operations at the facilities. Conduct analysis and reporting on inventory management, variances, quality control, and margin variables to optimize sales and minimize spoilage.
• Monitor, track and report on administrative and financial compliance (e.g. cancelled transactions, cash overage/shortage, transaction adjustments, liability insurance, refunds, etc.) highlighting trends and inconsistencies.
• Provide support to Compliance Coordinator to implement recommendations appropriate at facilities.
• Attend meetings as required and record and distribute meeting minutes if required.
• Perform other related duties as assigned.

1. CUSTOMER SERVICE

• Support facility customer service teams with internal and external customer service by processing and responding to a variety of inquiries and service requests; while adhering to corporate practices and standards.
• Ensure high customer service standards are maintained for all programs and services. Review and evaluate admission processes and standards to ensure an optimal customer experience.
• Act as a key source of contact and provide guidance, advice and support to ensure coordination meets operational needs and corporate service standards. Escalate complex issues to appropriate level for resolution.
• Build and maintain a relationship with cross-functional departments, team and management to support coordination and ensure a thorough understanding of operational needs.

1. COMMUNICATION AND REPORTING

• Review and report inventory (District manager/Recreation supervisor inventory discrepancies, PLU sales, cash/float variances, revenue YTD/Budget).
• Report on garbage tag/bin inventories.
• Prepare management reports, presentations and general ad hoc information as required accurately by established timelines.
• Create and maintain documentation and ensure necessary sign-offs and approvals meet policies and confidentiality.

1. CORPORATE CONTRIBUTION

• Monitor compliance of corporate and departmental policies and standards for: cash handling, payroll, software, transactional and administrative reporting, budgetary records, and staff management.
• Conduct business/financial research using internal and external resources that provides analytical analysis and references industry benchmarking to gain insight of market trends, current programs, processes and practices to support management and recommend ways to improve business processes, service solutions and best practices as required.
• Maintain knowledge of collective agreements, City policies and practices, legislation, regulations and Standard Operating Procedures (SOPs).

1. BUDGET SUPPORT

• Use of effective resource and expense management at all times to meet corporate policies and guidelines.

1. TEAMWORK AND COOPERATION

• Participate in project coordination and team meetings as required to meet operational needs.
• Work well within diverse groups in support of operational goals and objectives.
• Demonstrate corporate values at all times.
• Participate as a member of cross-functional team.
• Provide support/backup as necessary.

1. STAFF SUPERVISION

• Assess and monitor performance and discipline as required to meet operational needs.
• Supervise and train staff, prioritize and organize daily work direction to meet operational needs.
• Coach, mentor and provide guidance as required to meet operational needs.
• Participate in recruitment and hiring process as required to meet operational needs.
• Support facility administrative teams (front office and concessions) in recruitment, training, scheduling, supervision, and coaching of full-time and part-time employees alike.

SELECTION CRITERIA:

EDUCATION:

• Post-secondary degree or diploma in Administration, Business or equivalent in related field

REQUIRED EXPERIENCE:

• Minimum 3 years’ administrative experience in a customer service focused environment preferably in both public or unionized environment is an asset;
• Previous supervisory or leadership experience is considered an asset. Exposure to working in a unionized environment is preferred;
• Previous cash handling, inventory control and financial reporting experience is considered an asset;
• Knowledge of municipal policies, procedures and experience is considered an asset.

OTHER SKILLS AND ASSETS:

• Thorough Knowledge of Municipal, Regional, Provincial and Federal Governments and applicable Legislations is an asset
• Ability to identify business needs, initiate and coordinate project resource requests
• Solid Customer Service and People Management skills; Interface with internal and external customers to meet corporate service standards
• Well-developed time management skills; Solid Organizational skills; Detail oriented, well organized able to coordinate activities and tasks meeting conflicting priorities and timelines
• Strong leadership skills
• Strong math skills and attention to detail is required
• Able to work independently and as part of a team
• Computer proficiency in Microsoft office/software
• Proficiency in software applications including PeopleSoft and CLASS (or equivalent) considered an asset.
• Valid Ontario non-probationary Class G Driver’s License and have access to own vehicle.

**Various tests and/or exams may be administered as part of the selection criteria.

Interview:  Our recruitment process may be completed with video conference technology.

Requirements:

Languages: Candidates must have knowledge of the English Language
Education: Candidates need standard educational qualifications such as a Secondary (high) school graduation certificate or equivalent experience
Experience: Candidates should have experience of 1 to less than 7 months

Candidate Status:

• Canadian citizens and permanent or temporary foreign workers of Canada are eligible for this position
• International Candidates who don’t have a valid Canadian work permit also can apply

Responsibilities:

• The candidates should be able to receive and forward telephone or electronic inquiries, work on reports from manual or electronic files, inventories, and databases, and process incoming and outgoing mail manually or electronically
• The candidates should be able to send and receive messages, prepare invoices and bank deposits, and photocopy and collate documents for distribution, mailing, and filing
• The candidates should be able to file material in storage areas, label files according to retention and disposal schedules, and label, file, retrieve, locate, and remove documents as requested

Benefits:

• The candidates will get free parking available and various other benefits

How to apply:

If the position is fit for you and the basic requirements are fulfilled then you can now apply directly to the employer (along with your Resume) through the below-mentioned details

By email
[email protected]

CLOSING DATE:  July 29, 2024

AREA OF RESPONSIBILITY:

Reporting to the Coordinator, Administration, it is the goal of the administrative support staff  (working within the Program Division) to communicate, provide limited advice and guidance, promote and assist with the delivery of recreation, concession and inventory programs and services in a professional, friendly, cost effective and efficient manner.

• Act as a point of customer contact for the Recreation division; providing customer service, telephone calls, and receiving and replying to emails.
• Perform customer account updates including manage account members, reset online login information, update financial information, and prevent access/allow access based on account status. Review and complete account adjustments on customer accounts.
• Perform collection activities on defaulted accounts in accordance with City of Brampton collections policy and procedures. Communicate with customers regarding defaulted accounts and prepare statements of account as required.  Escalate to Corporate Collections as necessary.
• Complete revenue reports and packages to reconcile daily transactions, prepare deposits and investigate discrepancies according to cash handling procedures.
• Process refunds according to Refund & Withdrawal Policies.
• Verify, update and correct participant payment methods information in system and respond to staff and customer inquiries.
• Process corporate employee memberships and verify employment status of employees prior to processing.
• Process accounts payable invoices and cheque payments, validate and forward in accordance with process.
• Prepare and validate payroll and time and attendance records for designated pay group(s) in accordance with collective bargaining agreements and applicable legislation.
• Process time entry, ensuring shift premiums, overtime, upgrades, Statutory Holiday entitlement, time off and allowances are calculated correctly and supporting documentation is accurate.
• Create and reconcile inventory packages from concessions/bars, check data entries and invoices, input into database, and prepare variance report.
• Complete and monitor inventory counts at various concessions, check best before dates and assist in coordinating the movement of inventory from one location to another.
• Provide advice and training to concessions staff on displays, food handling, software system, and daily counts.
• Ensure proper food handling, check temperatures, and identify equipment failures or equipment servicing requirements.
• Intake donation requests, submit for review and approval, prepare certificates, and track when redeemed.
• Intake subsidized program applications, review for completeness and compliance, submit for approval, and follow up with applicants.
• Complete third party registration, prepare invoices and forward received payments.

SELECTION CRITERIA:

• High school (Grade 12) graduation plus an additional program of over one and up to two years or equivalent in Business Administration or Business Accounting
• Non-probationary valid Ontario Class G driver’s licence.
• Food Handler’s Certification
• Smart Serve Certification
• Over two (2) years up to and including four years recreation experience with front line customer service, cash handling, accounting and record keeping
• Working knowledge of Microsoft Office Suite and additional related software.
• Exceptional written and verbal communication and interpersonal skills with an emphasis on customer service.
• Able to work independently and as part of a team.
• Willingness and ability to perform work in multiple locations.

**Various tests and/or exams may be administered as part of the selection criteria.

Interview:  Our recruitment process may be completed with video conference technology.