Co-ordinator of Infrastructure Capital Planning Administration E

Job title: Co-ordinator of Infrastructure Capital Planning Administration E

Job description: Posting date: July 4, 2022

Job Title: Co-ordinator of Infrastructure Capital Planning Administration

Number of Vacancies: 1

Posting number: EX22-805

Status: Contract position

Estimated Probable Duration: until April 25, 2023

Hours of Work: 70 hours bi-weekly

Shift Work Required: No

Range of Pay: $2,665.60 to $3,136.70 bi-weekly

Start date: To follow selection process

Initial Reporting Location: Frobisher
Eligible to : Yes (part time)

Division: Infrastructure Capital Planning
Department: Growth and Infrastructure

Main Function: Responsible for the complete management, direction, and operation of the administrative and support staff section. Act as first point of contact for inquiries from Councillors, members of the public, CGS staff, etc. regarding Infrastructure Capital Planning issues.

Duties: Under the general direction of the Director of Infrastructure Capital Planning. * Review and investigate queries and concerns addressed to the Director’s office to troubleshoot and, where reasonable, resolve on behalf of the Director.

• Act as first point of contact for the Director by proactively addressing and responding to internal and external inquiries/concerns regarding the division, where appropriate, based on a broad knowledge of Divisional policies, procedures, programs, and services.
• In consultation with the Communications and Community Engagement Division, prepare media briefings as directed for use by the Director of Infrastructure Capital Planning.
• Contribute to the development of the Division’s strategic and tactical plans, updating plans as required.
• Interpret official plans, specifications, and technical data to prepare reports and presentations for Council, ELT, and public meetings as directed by the Director.
• Co-ordinate Director’s response regarding issues requiring immediate attention and action of the Director.
• Develop responses to Petitions from the public on behalf of the Director.
• Liaise with engineers, architects, contractors, and CGS staff regarding engineering standards and requirements.
• Assist with preparation of bid solicitation documents and capital contracts.
• Conduct research on new methods, procedures, and equipment as directed and make recommendations to the Director of Infrastructure Capital Planning.
• Supervise Divisional administrative and support staff; co-ordinate clerical/secretarial staffing requirement and direct work.
• Conduct job performance appraisals, salary reviews, and discipline in accordance with the respective Collective Bargaining Agreement.
• Assist in the preparation and administration of budgets for the Division, monitor expenditures reporting any variances to the Director, and authorize purchase orders within budget allocations. Maintain petty cash float and adequate supply of office supplies.
• Responsible for the administration of procurement cards for the Division; the reconciliation and authorization for payment and cost allocation; and maintenance records in accordance with CGS’s Procurement Card Policy and Purchasing By-law.
• Provide administrative guidance and direction to staff throughout the Division with regards to policies and procedures on behalf of the Director of Infrastructure Capital Planning.
• Identify, recommend, and implement changes in administrative procedures in the Department/Division. Assist staff with the set up of new procedures, test, review, and refine as appropriate.
• Responsible for the control and maintenance of an effective filing and information retrieval system. Maintain and control a “Bring Forward” system and follow up with staff as required.
• Assist with the recruitment of divisional positions and maintain competition files to ensure guidelines set out in the Recruitment Guidebook have been followed.
• Co-ordinate staff training sessions and hosted events ensuring adequate staffing and use of facilities.
• Liaise with the Carpentry Shop for routine maintenance of the building and with the janitorial services contractor.
• Co-ordinate the Engineering Standard Committee; including scheduling meetings, assembling background materials, preparing and distributing agendas, and minutes.
• Act as Management’s Representative in the Grievance Procedure in accordance with respective Collective Bargaining Agreement.
• Order publications, process memberships and prepare work orders.
• Responsible for travel arrangements for the Division and ensure that expense claims are processed through the Finance Division.
• Maintain Policies and Procedures Manual for the Division. Develop content and maintain the Division’s website.
• Develop and maintain a thorough working knowledge of CGS’s Safety Manual and the applicable Provincial Legislation listed therein.
• Perform other related duties as required.

Qualifications:

Education and Training:

Successful completion of a College Diploma in a related field from a recognized Community College with Canadian accreditation (e.g., Civil Engineering, Business Administration).

Experience:

Minimum of four (4) years of responsible related experience, a portion which should be within an engineering, technical and/or operational background.

Minimum of one (1) year of supervisory experience a definite asset.

Knowledge of:

Applicable legislation and related regulations.

Current and emerging management issues within the Infrastructure Capital Planning Division.

Best practices within areas of responsibility.

Horizontal linkages to other relevant governmental levels and services.

Microcomputer software applications (e.g., word processing, spreadsheet applications) and computerized administrative systems).

Enterprise GIS software (ESRI), mapping tools, business intelligence tools, and data manipulation tools are considered an asset.

Abilities to:

Demonstrated interpersonal skills dealing with public, staff, Councillors, outside groups and agencies.

Understand and meet the needs of customers.

Prepare operating and capital budgets for the Section.

Build the values of the organization into programs, services and policies.

Anticipate and manage the impact of change on the Division’s activities.

Manage the financial, human and physical resources of the Section in a collaborative manner.

Manage conflict; mediate disputes; assist in reaching consensus.

Respond quickly to emerging opportunities or risks.

Personal Suitability:

Mental and physical fitness to perform essential job functions.

Language:

Excellent use of English; verbally and in writing.

French verbal skills highly desirable; written skills an asset.

Other:

May require the use of a personal or CGS vehicle on CGS business. Must be physically capable of operating a vehicle safely, possess a valid driver’s licence, have an acceptable driving record, and personal insurance coverage.

Leadership Competencies: Tactical Coordination and Direction (I)

Competency

Competency Definition

Level

Level Definition

Shaping the Future

Innovation

Take a creative approach to problems or issues, “think outside the box”, go beyond the conventional, and explore creative uses of resources.

3

Proposes innovative ideas

Judgment and Decision Making

Make sound decisions involving varied levels of complexity, ambiguity, and risk.

2

Assimilates and interprets data to make competing decisions

Delivering Business Results

Collaboration

Work and communicate collaboratively within City of Greater Sudbury to create alignment within and across teams and groups.

3

Collaborates beyond one’s area

Customer/Citizen Focus

The desire to work closely with internal and external customers to meet and exceed their expectations.

2

Addresses underlying customer/stakeholder needs

Planning, Coordination & Execution

Plan and coordinate work to achieve desired results on a consistent basis.

3

Coordinates activities involving others within one’s team

Aligning People & Teams

Holding Self & Others Accountable

Hold others accountable to execute to high standards of excellence and hold themselves accountable to the same or higher standard.

3

Monitors performance and gives corrective feedback

Leadership

Inspire others to work toward common goals by engaging and empowering them, and providing clarity and direction.

2

Optimizes team effectiveness

Enhancing Personal Effectiveness

Commitment to Continuous Learning

Continuously develop and enhance one’s own and others’ personal and professional skills, knowledge and abilities.

4

Models a learning orientation

Flexibility/Adaptability

Adapt and work effectively within a variety of situations, and with various individuals or groups.

2

Applies rules flexibly

Interpersonal Communication

Communicate effectively by reflecting on verbal and non-verbal behaviour, being attuned to the needs, perspectives and sensitivities of others and acting with them in mind.

3

Effectively uses empathy

Managerial Courage/Integrity

Acting with integrity, ensuring one’s actions are consistent with City of Greater Sudbury’s values and expectations.

2

Is publicly candid with the team, acting with integrity consistent with one’s beliefs

Leadership Presence

Develop and maintain a sense of presence and emotional maturity and have an inner confidence that one can succeed and overcome obstacles.

3

Demonstrates personal courage

For more information on leadership competencies, please see our .

How to Apply:

Résumés quoting EX22-805 are invited and will be received by the City of Greater Sudbury’s Human Resources and Organizational Development Division, by e-mail at or fax at 705-688-3979, for the above noted position until 4:30 p.m. on Friday, July 15, 2022. Any application received after this deadline will not be considered.

For further instructions on how to apply to this position, please visit our section.

All City of Greater Sudbury employees are required to be fully vaccinated as a condition of hire in accordance with the City’s mandatory . Please do not submit your proof of vaccination with your resume. This information will only be required if you are selected as the candidate of choice.

For more information regarding working from home, please refer to the section.

All applicants are thanked for their interest in this position. Only those selected for an interview will be contacted. If contacted, and you require a disability related accommodation in order to participate in the recruitment process you must advise the Hiring Manager.

The City of Greater Sudbury has launched a to understand what prospective employees are looking for from an employer. Please take a few minutes to provide us with your input. Your responses will be anonymous. Thank you in advance for your participation in the survey!

The City of Greater Sudbury is dedicated to maintaining a fair and equitable work environment, and are happy to hire qualified (including education credential) applicants from anywhere. In order to hire a candidate one must be legally entitled to work in Canada, with legally entitled being defined as having all of the necessary paperwork processed, approved and responded to, by way of a work permit being issued and received. Personal information submitted will be used for the purpose of determining suitability for this competition only in accordance with The Municipal Freedom of Information and Protection of Privacy Act.

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