Contribute to the City of Hamilton, one of Canada’s largest cities - home to a diverse and strong economy, an active and inclusive community, a robust cultural and dining scene, hundreds of kilometers of hiking trails and natural beauty just minutes from the downtown core, and so much more. Join our diverse team of talented and ambitious staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees. Help us achieve our vision of being the best place to raise a child and age successfully. #BeTheReason
Job ID #31131: Operations Services Representative
Union: CUPE 5167
Job Description ID #: 1287
Close date: Interested applicants please submit your application online at www.hamilton.ca/city-council/jobs-city by 4:00 p.m. on June 11, 2025.
Duration: 15 months
This vacancy is for a period of 15 months as a result of a backfill
Internal applicants should apply with your work e-mail address. External applicants are considered only after the internal posting process has been completed. Only applicants chosen for an interview will be contacted.
SUMMARY OF DUTIES
Reporting to the Transportation Business Services Coordinator/Superintendent and/or his delegate, performs duties associated with the programs and services provided by the Transportation or Environmental Services division, such as: time entry, maintenance/asset management system entry, invoice processing, receiving enquiries/complaints and administrative and clerical support to the workplace to facilitate the efficient operations of the division.
GENERAL DUTIES
Create, retrieve, update and input payroll data, equipment/vehicle usage, materials usage and contracted services costs into work orders in Maintenance/Asset Management System.
Receipt stock into Maintenance/Asset Management System.
Respond to customer enquiries by receiving, evaluating and prioritizing nature of enquiry and entering into computerized Maintenance/Asset Management System or Customer Relationship Management system. Dispatch calls to the field as required.
Provide suitable resolutions to customer service-related issues in accordance with governing bylaws and departmental policies and/or communicate protocols to customer and contractor inquiries.
Maintain District/Section filing system.
Word process forms, charts, lists, reports, letters, agendas and minutes as directed.
Record and report staff absences, overtime and vacations. Create and maintain District vacation schedules.
Order and maintain office supply inventory for location.
Prepare outgoing mail, including registered mail and make arrangements with courier for pick up and delivery.
Distribute weekly job postings for delivery to outside workers and office staff in a timely fashion.
Generate reports and statistics such as customer service inquiry counts, activity-based costing summaries, etc. as required.
Maintain and update Maintenance/Asset Management System manuals and lists such as vendor and staff telephone lists.
Receive and prepare information, notices and letters for outside workers as required.
Prepare procurement card documents for submission to accounts payable.
Prepare and distribute staff standby schedules.
Confirm invoice information as requested by Superintendent.
Track District materials, individual staff clothing/PPE/uniform and administrative account expenditures by creating and maintaining spreadsheets.
Work in accordance with the provisions of applicable Health and Safety legislation and all City of Hamilton corporate and departmental policies and procedures related to Occupational Health and Safety.
Perform other duties as assigned which are directly related to the major responsibilities of the job.
QUALIFICATIONS
Demonstrated experience in a customer service capacity. Ability to perform with confidence in a customer service capacity and possess good conflict resolution skills.
Previous experience dealing with public and associated departments and staff. Must possess good verbal and written communications skills.
Demonstrated experience with data entry which may include customer enquiries, payroll data, accounts payable or receivable.
Excellent interpersonal skills demonstrated tact and professionalism in dealing with the public.
Ability to work well under tight timelines, in particular during high volume periods, e.g. winter operations.
Excellent knowledge of computer applications in a Windows environment, working knowledge of Windows 10, Microsoft Word, Excel, Outlook, Hansen, PeopleSoft, D365 Enterprise and MMS. Ability to input data accurately at an acceptable speed.
Must possess initiative and good judgement and be able to work independently.
Must be able to work fluctuating hours between 7:00 a.m. and 4:30 p.m. and shift work may be required owing to maintenance operations, e.g. winter operations.
Preference will be given to applicants with progressive experience in a municipal office environment.
SALARY:
Salary Grade G
HOURS:
35 per week
THE INCUMBENT SHALL COMPLY WITH ALL HEALTH AND SAFETY POLICIES AND PRACTICES FOR THIS POSITION AND THE WORKPLACE.
Disclaimer:
Be advised that Human Resources frequently audits resumes of internal/external applicants to ensure/validate information provided is consistent and trustworthy. Falsification of information provided at any time throughout the recruitment process may be grounds for disqualification, and for internal applicants, subject to discipline up to and including termination.
Terms:
The City is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes. Consistent with our Values and Corporate Culture Pillars, the City of Hamilton is committed to providing equitable treatment to all with respect to barrier-free employment and accommodation without discrimination. The City will provide accommodation for applicants in all aspects of the hiring process, up to the point of undue hardship. If you have an accommodation need, please contact Human Resources as soon as possible to make appropriate arrangements.
