Program Assistant (Information Technology Services)

Job Req ID: 584 Department: Client Services

Program Assistant (Information Technology Services)

Job Number: 584
Job Type: Temporary Full-Time
Temp Contract Length: 9 months
Location: 150 Frederick St - Regional Admin Headquarters
Job Category: Information Technology
Number of Positions: 1
Department: Client Services
Division: Corporate Services
Hours of Work: 35
Union: CUPE 1883
Grade: CUPE 1883 Grade 005
Salary Range: $27.59 - $31.22 per hour
Our Story:
Committed to fostering opportunities for current and future generations, the Region of Waterloo is an inclusive, thriving and sustainable region of connected rural and urban communities with global reach. Our mission is to serve, engage and inspire, by delivering quality services to a diverse population of 630,000+, while creating a healthy, collaborative environment of learning, respect and innovation This is a place where employees are valued and recognized for their talents and contributions to our success. Our employees take pride in making a difference in people's lives through the work that we do. We are looking for people like you to help make it happen The Role Maintains spreadsheets/lists of divisional assets and services (e.g., software, hardware, electronic devices, licences, phone directory). Runs related reports to track and follow up on information regarding service plan fees and licence registration. Provides administrative support to the Director Duties/Responsibilities Maintains spreadsheets/lists of vendor contracts and a divisional asset inventory. Tracks user licences and expiration dates, and runs reports for management. Follows up as needed Maintains the corporate phone directory. Maintains/tracks related information (e.g., activation/ deactivation, billing, users, phone numbers). Orders electronic devices and arranges/updates service plans, as required. Reviews billing, runs reports, and identifies extra charges for follow up Processes procurement requests for computer hardware, software, and licences for the corporation. Creates purchase requisitions and purchase orders in financial system, for approval. Reconciles invoices with purchase orders/service agreements. Creates journal vouchers for chargebacks Posts and maintains divisional information on the intranet (e.g., licences, pricing, service catalogue, communication notices, equipment, applications, policies) Provides administrative assistance to the Director (e.g., meetings, documents, reports, agendas, minutes, catering, proofreading) Maintains and circulates information to divisional staff (e.g., policies and procedures). Maintains supply of divisional forms As records assistant, maintains divisional filing system, arranges offsite transfers, and ensures disposal/destruction, per corporate standards Coordinates travel arrangements (e.g., registration, accommodations, transportation, itinerary). Forwards travel expenses and approvals for processing Maintains office supplies. Has a P-card to purchase office supplies, equipment, and licences. Submits facilities work orders Performs related duties as assigned Knowledge, Skills, and Abilities Knowledge of office procedures, financial processes, word processing, and communication skills acquired through a grade 12 education plus 2 years of related experience Knowledge of and ability to comply with policies and procedures Organization, attention to detail, and problem solving skills to work independently, adapt to changing priorities, update/maintain information on the intranet, and collect, compile, reconcile, and report information Communication skills to relate effectively and exchange information with divisional and Regional staff and service providers; explain processes to divisional staff; and participate as an effective team member Ability to review, edit, and proofread documents, correspondence, and reports; complete forms, purchase orders, and cheque requisitions; take minutes; and maintain records Computer skills with ability to use software such as Microsoft Office and financial reporting software Ability to travel within Waterloo Region Ability to support and demonstrate the Region’s values The Region of Waterloo is an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process. At the Region, we respect, encourage and celebrate our diversity. The Region of Waterloo is committed to providing accommodations throughout the recruitment process. If you require an accommodation, please notify us and we will work with you to meet your needs Alternate formats of this document are available upon request. Please contact the Service First Contact Centre at phone number , TTY number ) to request an alternate format