Job Specification

Purpose of Position :

To provide technical support relating to Operations financial services as well as Operations administrative support.

Duties / Responsibilities :

Duties/Responsibilities Under the direction of the Head of Contracts Services or management staff of the regional Operations office, the incumbent will perform the following duties:
1. Financial and material control:
- Compiles various reports as requested by regional Operations and other offices (i.e. Endorsement Report, change orders, project status, expenditure trends, liquidated damages etc). Verifies system generated reports for accuracy reporting any discrepancies.
- Receives and reconciles all invoices for Operations office programs, verifies charges, supporting documents such as work orders, change orders, time and materials, ensuring appropriate coding and adherence to contract documents. Obtains approvals and using an electronic payment system prepares all payment certificates and the release of holdbacks by monitoring appropriate timeframes.
- Coordinates consultant procurement processes including gathering data, completing paperwork, verifying information for accuracy, ensuring proper approvals are obtained, ensuring consultant files are complete and entering data as well as contractor/consultant ratings in the ministry consultant assignment system. Provides support in relation to tendering functions such as creating projects, preparing and sending out award letters, supplying and receiving documents as well as maintaining tender and contract files
- Provides information to field staff on payment and contract administration policies and procedures.
- Monitors expenditures to ensure that sufficient funds are available.
- Maintains Operations inventories of assets including Fleet, cellphones, cameras and specialized construction equipment

2. Maintenance inventory management support
- Updates maintenance inventory management system .Receives and reviews bi-weekly inventory summaries from staff or contractors ensuring completeness and accuracy by checking up to 15 % of data.
- Provides support to Maintenance Coordinators/Superintendents to ensure the maintenance inventory management procedures are followed.
- Compiles updates and submits Salt and Sand Usage and Bare Pavement reports based on data received. Prepare other reports as required.

3. Support for In House construction contracts
- Sets up filing system, downloads the change management system and updates with contract specific information, prepares payment spreadsheets by updating with sub codes to track work completed for monthly payments, prepares quality control monthly reports to be used to record incidents/deviations
- Assists with payments and reviewing contractor invoices, filing, preparing and submitting weekly road reports, updates quality control monthly report, reconciliation of weigh tickets, inputting change order information in the change management system, ensuring proper approvals are obtained on change order documents, reviewing expenditure forecasts and assisting with the construction audit process.
- Assists with setting up monthly progress meetings with the contractor and minute taking

4. Operations administrative support
- Maintains electronic and hard copy filing systems for contract records, ensuring information is accurate, current and available as needed. Assists in tracking warranty timelines for each contract, notifying staff for interim and final inspections and maintaining an online repository for related documents. Tracks and monitors status of set-offs, hold-back releases, liens and liquidated damages • Compiles reports for various regional and head office sections including reports on performance ratings, warranties, completion dates and legal agreements.
- Provides assistance in material research, retrieval of information and document preparation for Damage to Crown Property claims, Freedom of Information requests, insurance claims, legal issues and audits.
- Compiles and updates documentation for the Travelers Web site and forwards documentation to the ministry Road Information Office for posting. • Maintains the Adopt-a-Highway program by liaising with interested parties, providing training information and supplies, assigning areas in consultation with appropriate maintenance staff and record keeping
- Prepares Information Technology requests for the office. Compiles data for regional training plan rollup. Inputs/updates current data as required.

5. Duties as assigned such as preparing and tracking correspondence, answering phones, arranging meetings and purchasing supplies.

Staffing and Licencing :

n/a

Knowledge :

Job requires knowledge of procurement and tendering policies and procedures as well as payment applications and procedures to ensure payment process is carried out appropriately. Job requires knowledge of ministry contract administration related procedures and activities to provide verbal and written information to general inquiries from ministry staff and general public and to ensure proper payment. Job requires knowledge of administrative and financial process/procedures including computer operational programs such as the ministry Payment Preparation System (PPS) in order to produce payments. Job requires knowledge of word processing, spreadsheets, database and ministry contract related software such as Capital Improvement Delivery System (CID) to produce reports, spreadsheets, correspondence, maintains records and statistical reports.

Skills :

Oral communication skills to respond to requests from both internal and external clients and written communication skills to prepare responses for information and financial requests. Mathematical skills to verify budgets and invoices for accuracy. Organizational, analytical, and problem solving skills to provide effective administrative support. Computer skills to operate software and various programs necessary to deliver the administrative and financial requirements. Research skills to gather data and information. Interpersonal skills and tact to deal with inquiries from internal/external clients concerning financial and contract administration issues

Freedom of Action :

Works in accordance with established procedures and methods with freedom to set priorities among own clerical/administrative activities to be completed while adhering to deadlines. Identifies issues requiring further investigation and recommend action to be taken to resolve them. Works within established financial, administrative processes, policies and directives. Works independently with minimal supervision. Incumbent refers to manager non-routine matters beyond established procedures and guidelines.