Document Control Administrator

Description

Requisition ID: 8509
Department: Transit Services Dept.
Service: Transit Srvc Delivery & Rail Ops Service
Branch: Transit Ops Control Centre (TOCC) Branch
Employment Type: 1 Full-time Temporary - Up to 1 year
Work Hours: 35.00 /hours per week
Affiliation: ATU 1760
Salary Information: $53 706,38 - $76 174,28 annually (2023 rates of pay)
Location: Transit Service, 1500 St.Laurent
City: Ottawa, ON
Job Category: Administrative and Support Services
Application Close: 15/06/2023

The Transit Fleet and Facilities Maintenance team provides safe, reliable, efficient, timely and cost-effective transit vehicle maintenance services to support federally regulated transit services within the City. The Operational Services section provides maintenance booking, scheduling and other operational support activities and services for the Transit Fleet and Facilities Maintenance Branch.

You are responsible for ensuring that documents and records in Transit Maintenance are identified, collected, implemented, revised, indexed, filed, stored and maintained in a manner which ensures integrity and accessibility. You are also responsible for the administration and implementation of processes, procedures, policies and priorities for the Document Management System for Transit Services.

Completion of 2 year community college diploma in business administration, accounting or a related field.

Minimum of 3 years of related administrative and record management experience in a quality organization and unionized workplace.

• General knowledge of Branch/Division operations and processes, combined with general knowledge of the City policies, procedures and guidelines
• Advanced knowledge of Excel spreadsheets
• Office practices and procedures required for the relevant work location, including document, data and records management
• Exceptional knowledge of City filing, storage and records management/archival systems/processes
• Procedures for Document and Data Control, Control of Records, and Change Management
• Knowledge of applicable Health and Safety legislation, including the rights and duties of workers
• Knowledge of Ministry of Transportation (MTO), Highway Traffic Act (HTA) regulations pertaining to Motor Vehicle Inspection Station (MVIS).

• Able to work independently, with minimum support/direction, and collaboratively with all staff as part of a team
• Possess organizational skills, initiative, and flexibility to plan, organize and prioritize own work and to deal effectively with multiple demands, conflicting priorities, pressures and deadlines
• Able to understand, conceptualize and apply directions, policies and procedures
• Able to identify and assess problems and use analytical and problem solving skills to seek remedies
• Able to establish/maintain office procedures and filing/information systems
• Strong computer skills in MS Office Suite in a Windows environment, including use of the intranet, the internet, Adobe editing, flowcharting and image manipulation software
• Possess strong data entry, retrieval and keyboarding skills, and accuracy and speed in text and financial production
• Possess excellent interpersonal, and oral/written communication skills to communicate effectively and tactfully
• Able to assemble/compile data and information and compose clear email messages, memos, correspondence and brief summary reports
• Possess tact, diplomacy and good judgment
• Possess a strong customer service orientation
• Able to exercise good judgment and discretion in dealing with confidential information;
• Accurate and attentive to detail
  

WHAT YOU NEED TO KNOW

• Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic requirements.
• Please save a copy of the job poster. Once the closing date has passed, it will no longer be available.

We wish to thank all applicants for their interest and effort in applying for this position. Only candidates selected for interviews will be contacted.

The City of Ottawa promotes the principles of diversity and inclusion and adheres to the tenets of the Canadian Human Rights Act and the Ontario Human Rights Code. We encourage applications from members of Indigenous, Black and other racialized communities, persons with disabilities, women and non-binary persons, persons of all ethnic origins, religions, sexual orientations, classes, gender identities and expressions.
Candidates are encouraged to self-identify as a member of one or more designated employment equity groups in the self-identification questionnaire.

The City of Ottawa provides accommodation during all parts of the hiring process, upon request, to applicants with disabilities. If contacted to proceed to the selection process, please advise us if you require any accommodation.

Accessible formats and communication supports are available upon request. Please contact the HR Service Centre at 613-580-2424, extension 47411.