POSITION SUMMARY

The Utilities Coordinator II provides a high level of administrative support to the Utilities team, supports the day-to-day operations of the department, maintains and coordinates the utilities department budget functions, and acts as a project coordinator. Strong customer service and communication skills, both written and oral, will be a key requirement for this position.

EDUCATION/EXPERIENCE

• Equivalent combination of education, training and experience may be considered
• Post-secondary education with a Business Administration Diploma is required
• Minimum five (5) years’ related experience, preferably within a Utilities, Public Works, Engineering and/or accounting department is required
• Senior administration, project coordination and accounting skills are required
• Previous experience in accounts receivable, collections, utilities, and cash receipting is an asset
• Previous experience with a First Nation organization is an asset
• Previous experience with Vadim and Laserfiche is an asset

REQUIREMENTS

• Criminal Record Check with results acceptable to WFN
• Maintains a high level of confidentiality and uses discretion on all matters relating to the affairs of the Westbank First Nation.

JOB DUTIES/RESPONSIBILTIES

• Provides a high level of administrative support to the Manager of Utilities by creating and delivering professional correspondence, various reports, and presentations
• Serves as the first point of contact to respond to inquiries and complaints concerning utility bills
• Provides clerical and project coordination support to the entire department
• Liaises and assists the AR/Utilities Clerk with the preparation and review of monthly utility bills and statements
• Liaises with staff, outside agencies, and customers in a professional and courteous manner
• Ensures customer information is up to date and that new accounts are created in a timely manner and deleted as required
• Provides input regarding year-end working papers, including bad debt analysis
• Prepares and reviews meter readings, edits lists for accuracy, and ensures all accounts are billed correctly
• Maintains contact with the Building Inspector to ensure new service applications are processed
• Assists the department staff with training programs, coordination and preparation of department work plans, audits, and reviews
• Creates a variety of technical and paralegal letters, memos, reports, and forms for various sources, including confidential correspondence; updates and maintains various records, filing systems, and statistical data; logs and distributes departmental mail and drafts routine correspondence
• Provides support with a variety of Human Resource related personnel forms and letters for the department staff
• Provides project accounting and coordination for the department, supporting in the delivery of operations and capital projects
• Schedules inspections and appointments
• Assists with preparing and implementing annual operating and capital budgets
• Processes A/P vouchers, purchase card submissions, and travel forms for the department staff
• Prepares and enters payroll forms with department staff
• Prepares information packages and letters for stakeholders
• Assists in delivering education regarding water conservation, as per the department’s strategy
• Inputs and ensures consistency with the website information and provides newsletters and correspondence that inform users of the Utility operations
• Maintains records of complaint and dispute files and reports on them accordingly
• Undertakes the filing and record keeping for the Occupational Health and Safety component of the department
• Updates the required information within the Emergency response plan on an annual basis or as needed
• Performs other duties and responsibilities necessary to the performance of the position or as assigned by the Manager of Utilities
• Maintains confidentiality on all matters relating to the affairs of the Westbank First Nation
• Performs all duties and responsibilities in accordance with the Westbank First Nation policies, standards and procedures, and as directed by the Manager of Utilities

KNOWLEDGE/SKILLS/ABILITIES

• Demonstrates a high degree of confidentiality in interpersonal interaction
• Working knowledge of the history of colonization in Canada and its ongoing impact on modern issues affecting Indigenous Peoples
• Working knowledge in communicating with Indigenous Peoples, demonstrating sensitivity and empathy, and awareness of how language choices can influence and impact conversations
• Strong computer skills with proven working knowledge of Microsoft Office (Excel, Word, Outlook, etc.)
• Ability to take precise notes, effectively summarize, and format them into an established template
• Ability to read, analyze, and interpret Federal, Provincial, and WFN legislation and regulations as they apply to Utilities
• Ability to write professionally using correct grammar, punctuation, and spelling
• Knowledge of Public Administration and structures of various levels of government
• Ability to work with minimal supervision
• Ability to multi-task and prioritize workload
• Lifestyle consistent with the importance and responsibilities of the position
• Demonstrates strong verbal and written communication skills
• Acceptable criminal record and credit check are required

Application Details:

To review the full job description and to learn more about Westbank First Nation please visit our website at https://www.wfn.ca.
All applications must be submitted through our Employment Opportunities page. Ensure you attach your cover letter and resume. Incomplete or late submissions will not be accepted.