Job Summary

This position provides support for the business and operations of the Sustainability Department and office, providing expertise and support for administrative, financial, tracking, quality compliance, and human resource functions.  

Duties & Responsibilities

• Supports and assists department and management staff for SAP functions including time sheet support, procurements and payments, recruitment, and learning and holds the Learning Management System Coordinator Role in SAP.  
• Supports the ongoing implementation, compliance, monitoring, and improvement of the department Corporate Quality Program in alignment with the City’s cQMS. Maintains existing documentation and coordinates required reviews and updates.
• Assists with department procurement and supply chain management.  Ensures alignment with department and corporate procedures and standards, preparing memos, issuing PRs/POs on behalf of the department, liaising with Supply Chain Management, and is an authorized P-card holder and support.
• Develops and maintains tracking systems and provides managerial support for employee-related information and tasks completed outside of SAP, this includes contract renewals and increments, leaves, performance reviews and training requirements, car allowances, reimbursements and cell phones.
• Formats, edits and coordinates the submission of public and in-camera Department documents and reports prepared for the corporate Knowledge Base, Quality Management System, General Manager, City Council and Standing Policy Committees so they comply with corporate standards.  
• Prepares, or coordinates the development of, internal and external communications such as briefing notes, informational messaging, speaking notes, knowledge base entries, webpage updates, newsletters, annual reports, business plans, brochures, department work plans and other reports so that they comply with corporate standards.
• Prepares, edits and circulates a variety of correspondence, including those of a confidential nature, on behalf of the Director, Managers, and department staff. 
• Assists with administration of sustainability programs and services such as customer follow up, payment processing, and tracking.
• Coordinates registration to conferences, workshops, and training sessions for all Department staff and arranges travel plans.
• Receives, responds to, screens, and expedites email, telephone calls, written and in-person enquiries and determines appropriate action.
• Manages and oversees the office activities including supply inventory, facilities management, office furniture upgrades, and IT hardware and software.
• Sits on and participates in Sustainability Committees such as the Quality Workplace and Safety Committees; schedules meetings, takes minutes, and completes assigned tasks.
• Plans and executes events and meetings for the department such as training, conferences, workshops, engagement activities, and special events. 
• Monitors the Records Management Process to ensure that document filing complies with the corporate standard.
• Performs other duties as assigned. 

Qualifications

Education, Training and Experience Requirements:

• Four-year degree in a related discipline plus four years' progressively related experience in municipal administration, project management, business analysis and/or sustainability or other policy analysis. Candidates with a combination of education and relevant experience may be considered in lieu of formal qualifications. For example, completion of a recognized, two-year post-secondary program in a related technical discipline plus six years' progressively responsible experience in municipal administration, project management, environmental quality, environmental systems, process management or management consulting experience in a municipal environment.
• Considerable knowledge of project management, corporate Enterprise Resource Planning (ERP) /Systems Application & Products (SAP) and purchasing standards.

Knowledge, Abilities and Skills:

•  Ability to communicate effectively, orally and in writing, including the preparation and presentation of reports.
•  Demonstrated decision making and analysis skills.
•  Ability to deal with sensitive information in a confidential manner.
•  Ability to compile and coordinate information to compose correspondence and reports.
•   Ability to establish and maintain effective working relationships with the public and other civic employees.
•  Ability to work with minimal supervision.
•  Skill in the operation of office equipment including a computer with Microsoft Office suite, Sharepoint, SAP, Enterprise Systems, and Health & Safety software