Purpose:
Provides receptionist duties for the Waste Management Department and provides administrative support to the General Manager and Waste Management Department.
Roles & Responsibilities
To provide Receptionist duties to the Waste Management Unit
- Maintain and update department archives and archives listing.
- Ensure the reception area is presentable, with all necessary information brochures available.
- Greet and welcome clients as they arrive at the office and direct them to the appropriate person/office.
- Answer, screen, and respond appropriately or forward incoming requests from various media- phone, email, social media platforms, individual contacts through social media, walk-ins, etc.
- Provide up-to-date and accurate information on all departmental services in person and via phone/email or other means.
- Maintain activity log by recording all incoming requests from various media.
- Prepare quarterly customer service reports based on collected data.
- Arrange courier and special delivery services.
- Receive, sort, and distribute daily mail and deliveries.
- Monitor office supplies and order office supplies to maintain the inventory of stock in the storage rooms.
- Update calendars and schedule meetings.
- Maintain and update staff listing, temporary worker listing, and contact information.
- Ensure all relevant organizational notifications are distributed to staff.
- Files, photocopies, and scans.
To provide Administrative Support to the General Manager and the Waste Management Department
- Maintain and update the Waste Management Operations Manual as required.
- Record all staff vacation, sick/personal days, and report to the GM.
- Secure temporary worker replacements when needed and ensure temporary worker requests are submitted to HR.
- Prepare and submit weekly timesheets for GM approvals.
- Prepare weekly activity reports to be submitted to the General Manager.
- Prepares purchase order request, visa request, and all other forms for GM approval and signature.
- Monitor workers’ safety clothing supplies listing, materials, and equipment inventory, and report to the GM.
- Assist Operations Foreman with:
- Ensures all weight tickets, packing slips, invoices, and other documentation are submitted in a timely manner to GM.
- Monitors accounts receivable from the various operations and reports status to the GM.
- Deposits incoming revenues at the cashier’s desk.
- Maintains and updates Key registry.
- Notify GM of changes or inconsistencies during data entry.
- Process and validate invoices and accounts receivable data for GM approvals and signatures.
- Maintain staff certification file and inform GM of upcoming needed renewals.
- Assist with the scheduling and organization of training sessions.
- Assists with the scheduling and recording of minutes for weekly staff meetings.
- Generate weekly activity reports to be submitted to the General Manager
- Assist in the preparation of the various year-end reports for external government agencies.
- Performs other job-related duties as directed by the immediate supervisor.
To assist Waste Management Communications with the promotion, organizing, and implementation of community awareness and educational activities and information kiosks
- Assist with the preparation of information packages for distribution.
- Develops and produces innovative graphic displays for all WM publications, reports, and advertisements, including written information, charts, logos, graphics, photos, and video displays.
- Arranges for the translation of communication materials into Kanien’kéha, as needed, working with the Tsi Niionkwarihò:ten Tsitewaháhara’n Center.
- Assist the Public Information Coordinator with:
- The development and production of all WM print material. Surveys the general population on specific items of interest through community consultation workshops, focus groups, Web surveys, telephone surveys, etc.
- The management of the WM Public Relations Tracking and online filing systems.
- the review, development, and maintenance of the WM website
- Continuously updates information on the Website (Intranet, Mass E-mail systems, and Billboards)
- Informs WM staff of Communications or activities that may affect them;
- Develops a system for gathering up-to-date information;
- Assist with data collection at community events and follow-up reporting
- Provides general support to the communications team.
- Provides general support to waste management meetings, events, and activities as needed.
