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Purpose To provide high level customer service and administrative support to the Projects, Engineering and Assets teams, to meet departmental and organisational goals.
Duties and Responsibilities
Administration
Undertake general administrative tasks to support the Projects, Engineering & Assets team, including:
Correspondence and documentation
Assist with the preparation, review and distribution of correspondence, reports, presentations, and other documentation
Record and register relevant correspondence in line with the Shire's records management guidelines
Contribute to the continuous improvement of Projects, Engineering & Assets by assisting in the ongoing review and updating of information including policies, procedures, information sheets and processes
Coordinate the review of operational documentation in line with review schedules
Data entry & reporting
Accurately record and maintain data relevant to your teams responsibilities
Compile statistical data and information for internal and external reports, including end of month reporting, as requested
Collate and contribute information to internal and external publications as required
Liaise with external authorities to report relevant issues impacting shared infrastructure or responsibilities as requested
Meeting coordination and administration
Schedule internal and external meetings with relevant stakeholders as required
Prepare and distribute agendas and minutes for departmental meetings
Purchasing, contract administration & financial reporting
Assist with purchasing tasks to ensure efficient and compliant procurement within authorised limit
Collate the necessary documentation to call for Expressions of Interest (EOIs), Requests for Tender (RFTs) and Requests for Quotations (RFQs) in consultation with the Procurement Officer and other relevant Shire officers.
Distribute RFQs to appropriate suppliers and provide responses to relevant officers.
Assist with contract administration, including meeting coordination and general correspondence.
Monitor project expenditure and prepare job costing reports as required to meet operational needs
Assist with the administration of grant funded projects, including compilation of information for reports and acquittals
Marketing & promotion
Assist in the development and distribution of promotional materials
Research
Research and collate information to support team programs and projects
Customer Service (Administration Officers)
Respond to internal and external customer enquiries relating to Projects, Engineering & Assets, in accordance with the Shires Customer Service Charter. This includes:
Act as first point of contact for customer enquiries and requests relating to Projects, Engineering & Assets
Triage customer requests and task to the appropriate officer
Review customer response timeframes and provide support with customer services
Experience and Qualifications
Essential
Strong computer skills in MS Office, databases, spreadsheets, internet, and email
Previous administration experience
Strong verbal and written communication skills including correspondence and report writing
Accurate data entry, record keeping and numeracy skills
Experience in the creation of templates and pro-forma documents
High attention to detail and productivity
Exceptional interpersonal and customer service skills
Effective time management and organisational skills, with demonstrated ability to meet deadlines
Strong problem-solving and research skills
Ability to work independently and in a collaborative team environment
Current 'C' Class drivers licence
Desirable
Working knowledge of SynergySoft
Knowledge of and experience in Local Government organisational structure, function, and protocols
Experience with the administration of procurement, contract, and tender processes
Qualifications in Administration
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