Assistant, Contracts

Job Summary

Under the direction of the Manager, Streetlighting and Projects, the successful candidate will provide contract administration, procurement, financial, and administrative support for the traffic management and municipal parking projects and support day-to-day operations of the teams.

Duties and Responsibilities

• Review, verify and process invoices and progress payment certificates.
• Monitor and track purchase orders and blanket orders for the supply of goods and services.
• Prepare, monitor and track recoverable work for division projects.
• Maintain up-to-date files relating to payment backup information, budgets and statistical data.
• Assist with procurement activities by preparing tender documents, schedules, evaluation packages and maintaining procurement records in accordance with corporate policies.
• Assist with inventory control.
• Assist with motor vehicle collision claims and cost recovery activities.
• Assist internal and external stakeholders with payment and contract administration inquiries.  
• Provide administrative support including preparation of correspondence, reports, forms, minutes and emails.
• Provide administrative support and assist with process improvements to enhance operational efficiency.
• Provide administrative support in preparation and processing of corporate reports.
• Maintain database of Traffic Management and Municipal Parking Agreements.
• Act as back-up for the Division Administration Coordinator.
• Perform other duties as assigned or required.

Skills and Qualifications

• Post-secondary education in Business /Accounting or a related field is required.
• Minimum 3 years of experience with administration of contract documents, material management and accounts payable/receivable processes or an equivalent combination of education and experience.
• Experience in a municipal environment is an asset.
• Experience with administration of construction and maintenance contracts is preferred.
• Superior customer service and conflict resolution skills.
• Strong organizational skills with the ability to manage competing tasks.
• Proficiency in Microsoft Office applications (Word, Excel, and PowerPoint) and experience using INFOR Public Sector, eScribe and SAP software.
• Proven ability to work with a broad range of stakeholders, including internal staff, contractors, vendors and consultants.
• Excellent interpersonal, communication (verbal and written) skills are required.
• Demonstrated ability for attention to detail and accuracy.
• Demonstrated ability to effectively work independently and in a team environment.