Works Advisor

Primary responsibility is the provision of quality customer service and the effective use of Halifax Water software to support the Department. Responsible for establishing initial work order priority levels which involves scheduled, planned and capital infrastructure maintenance, reporting, general accounting, procurement processes and procedures, and ownership identification. Responsible for actioning any emergency service requests and may be required to dispatch staff accordingly to ensure appropriate response. The Works Advisor follows up on incomplete work orders and service requests, , inputs associated time and materials and settling costs to appropriate costing centres including biweekly payroll. Assist with citizen contact liaison between HRM Call Centre and Department staff.ResponsibilitiesAdministrativeProvides administrative support for Managers and Supervisors including correspondence, inputting budget information, coding, approving and tracking invoices, preparing reports and minutes, updating and maintain operational procedures, daily log books and guidelines, and create, record and maintains data entry into various spreadsheets on a monthly or as required basis;Maintain daily attendance tracking for department employees and the preparation, entering and balancing of daily time sheets into corporate systems in accordance with payroll requirements; monitor, assist and track balances for staffDesigning and maintaining formsPerforms reception functions, answers telephone inquiries from internal clientsPerforms other office duties such as filing, faxing, photocopying, and directing of incoming and outgoing mailOrder, maintain and ensure adequate stock of stationary supplies at the regional office.Coordinates maintenance of all office equipmentSchedules internal meetingsPerform other related duties as may be assigned.Work Order ManagementProvide quality administrative service to assist Managers and Supervisors in providing the highest level of citizen satisfaction with services deliveredReceives service requests, determine allocation of work, generates work orders and related documentation, initiate response process, and follows up on service requests and work order status until completion. Verify and ensure proper tracking of all information within the work order is captured and correct for Corporate Balance Score Card, Benchmarking and Budget purposes.Assist with assignment of work orders to appropriate supervisors and with service boundary responsibilitiesDetermine applicable service providers and initiates response processRun work tracking reports on a regular basis - clothing, locates, minutes, material report, callout list, benchmarking, etc.Settle all work associated costs, including inputting labor time and materials to the appropriate work order and cost centreGenerates various status and historical data reports for management purposesCollaborates with Managers, Supervisors and staff to, maintain, troubleshoot, and record into the computerized long-term planned maintenance program and payroll systemProvides service request follow up with the citizen, notify requester when work is complete when required.Maintains and updates a variety of monthly reports - safety talks, 227 overtime calloutFinancialCreates and maintains statistical orders utilizing corporate software for tracking of labour fleet and material costsInputs and tracks statistical key figures (unit of measures)Provides monthly (or as required) financial reporting for all supervisory staffProcess requisitions and forward to Purchasing or Finance Department.Administrative support for the effective and efficient service delivery of Wastewater and Stormwater Collection. This position receives service requests and coordinates service response pertaining to Halifax Water owned sewer (pumping stations, manholes, catch basins, sewer mains, ditching, retention ponds, etc.) infrastructure.QualificationsCertificate or diploma at the post-secondary level ideally in business administration, or a related field; or equivalent related experience and education with strong focus on customer service.Experience : Two years' experience in a computerized office environment with proficiencies in current versions of corporate and office administration software (covering work management, financial system and pay requirements associated with the job), Microsoft OfficeOne year experience in database management and reporting, ideally with a computerized maintenance management system and / or computer aided asset management system. General knowledge and some formal training in accounting preferredExcellent keyboarding skillsKnowledge of pumping stations, manholes, catch basins, sewer mains, retention ponds, culverts and ditches operations delivery system would be an assetKnowledge of operational and preventative maintenance scheduling in relation to sewer infrastructureDemonstrated ability to perform general office proceduresGood proof reading and grammar skills are essentialGood customer service and telephone answering protocol skillsSkill in the use of a two-way radio system would be an assetCompleted applications / resumes, quoting Competition #HW24-208 in the subject line (required), must be received by 4 : 30 on February 5th, 2025 and may be forwarded via fax 902-490-6934 or mailed to Halifax Water, Human Resources Department, P.O. Box 8388, RPO CSC, Halifax, N.S. B3K 5M1 or email [email protected], maintenance, Reports, Support, TrackingArrayAbout Halifax WaterAs Atlantic Canada's Largest Water Utility, our purpose is to supply and safeguard sustainable, high-quality water services. Everything we do at Halifax Water is tied to our purpose. With employees who are dedicated to supplying high-quality services for water, wastewater, and stormwater, through a 'One Team One Water' attitude, we can meet the challenges of a growing population, aging infrastructure, and increasing regulatory compliance. Halifax Water employees strive to be stewards of our environment and are fueled by a passion to serve our communities. Employee commitment and dedication of service mean a great deal to our customers, stakeholders, and to Halifax Water. As an employee, Halifax Water is proud to offer you : Pension & Benefits : We invest in our employees. As a member of our team, you will have access to a competitive benefits package, including health insurance, retirement plans, long-term disability, paid holidays, vacation, sick leave, fitness incentives and much more. Learn more about the benefits of working at Halifax Water on our website; HalifaxWater.ca Diversity, Equity, and Inclusion : We continually foster a more diverse workforce representative of our communities at all job levels. We know that a diverse workforce positively contributes to our success and the success of our community. Career & Professional Development : We encourage job development opportunities for all employees, including on-the-job training, tuition assistance, eLearning courses, classroom-based training, and more. We are committed to providing a safe and hazard-free work environment. Our employees' health and well-being are a top priority, and we promote a safety-first culture to provide daily healthy, safe, sustainable, and reliable services. We take this responsibility seriously and feel immense pride in reaching beyond industry service standards. As a public service utility operating critical infrastructure on behalf of our customers, our employees are trained in Emergency Measures Operations (EMO) and Incident Command System (ICS). This type of training allows Halifax Water to respond to all emergencies, from simple water main breaks to keeping customer water flowing (water, wastewater, and stormwater) through Hurricanes and other major natural events. To learn more about What We Do, visit Halifax Water .