Job Description

Financial & Data Specialist (Waste Management)

Job Number: 1955
Job Type: Full-Time
Location: 1516 Glasgow St - Waste Operations Centre
Number of Positions: 1
Department: Waterloo B (Waste Operations)
Division: Engineering and Environmental Services
Hours of Work: 35 hours per week. Monday - Friday 8:30 AM - 4:30 PM

Hybrid | 2 days per week in office (Tuesday and Thursday)
Union: CUPE 1883
Grade: CUPE 1883 Grade 012
Salary Range: $39.29 - $44.52 per hour

Posting Date: November 14, 2024

About Us!

The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Home to over 674,000 residents and expected to grow to nearly one million by 2051. Guided by our 2023-2027 Strategic Plan, “Growing with Care,” we focus on equity, inclusion, and sustainability. Our mission is to provide essential services that enhance the quality of life for all residents, while our core values emphasize caring for people and the land we share. Join us and be part of a team dedicated to making a meaningful difference in our community.

Dish with One Spoon Wampum:

Waterloo Region is part of the Dish with One Spoon wampum, a treaty guiding our commitment to:

Recognizing our shared humanity and land
Taking only what we need
Leaving some for others
Keeping the dish clean

This agreement underpins our vision, mission, and core values, and reinforces our dedication to meaningful reconciliation and equity.

The Role

Provides expertise and support to management for functions including (but not limited to) financial processes, information management and reporting, and computer hardware and software. Acts as a technical resource to the team, and provides training to other staff. Looks for ways to use technology to automate processes and reports. Plays a key role in ensuring integrity of divisional data and systems to support management decision-making and operational planning. Administers divisional systems, such as the weigh-scale software system.

Duties/Responsibilities

Assists management to create and maintain systems for divisional budget control and forecasting, and assists to prepare operating and capital budgets and year-end budget forecasts. Reviews and analyzes operating and capital expenditures and budget data, and investigates and resolves discrepancies. Creates related reports.
Tracks, investigates, compiles data, and creates reports for management to use in decision-making, program planning, information sharing, and time and attendance management. Investigates and verifies data accuracy, and clarifies discrepancies. Maintains and generates regular and ad-hoc summary reports. With direction from management, determines key performance indicators for reporting. Determines best way to gather information and analyzes information integrity.
Verifies data, generates and coordinates invoicing and payment information with Finance for invoicing of recyclable and landfill accounts (approximately $300K to $1M monthly). (from R01701)
Works with Finance and program staff to resolve issues, and reconciles monthly invoices against activity data. Reconciles monthly contractor invoices, resolves, records, and ensures compliance with contract terms and conditions.
Prepares data and completes funding applications, follows up with reporting requirements and discrepancies.
Prepares and formats Committee and Council reports for management, as requested.
Participates in gathering requirements for automated technology systems and reporting tools. Recommends, develops, and performs end-user configuration of software applications and programs to automate functions and increase efficiency, as requested by management.
Administers and maintains the weigh-scale software system, including customer files, license information, rate changes, and transaction edits prior to billing. Prepares billing files and generates monthly reports for invoicing and reconciling accounts. Investigates issues, makes corrections, and provides information/reports to management, contractors, and customers, as requested. Responds to customer inquiries regarding payments and accounts. Responds to on-demand scale operator issues. Reconciles monthly contractor invoices. Reviews daily balancing records and verifies bank deposits. Assists to maintain short-term suspension list for cash customers.
Creates information reports and SOPs in response to staff inquiries and information/data requests.
Coordinates development of divisional SOPs, ensuring consistency, access, relevant staff training, and communications. Creates online SOP training courses and registers staff.
Administers and maintains the training registration and environmental management systems for the Division. Establishes and tracks training required to meet health and safety and other regulatory requirements. Maintains and ensures completeness/timeliness of documents related to emergency procedures and environmental compliance.
Leads environmental management system program and operational procedures, and system reviews and investigations as requested to ensure efficiency and effectiveness. Investigates, develops, and recommends new/streamlined programs, procedures, processes, and systems. Coordinates implementation with divisional staff, contractors, and other stakeholders, and monitors to ensure others follow procedures.

Additional Duties/Responsibilities

Administers GPS for landfill capacity monitoring and reporting, including systems updates and maintenance. Generates metrics reports for management.
Assists management to outfit remote diagnostics on equipment, programmable controllers, software, and systems. Liaises with corporate ITS to arrange for suppliers to remotely diagnose and troubleshoot issues.
Provides daily training, advice, recommendations, and support to divisional staff on administrative, financial, and computer systems and issues. Troubleshooting basic software and hardware problems. Supports non-regional software and systems, and responds to problems involving operating systems, hardware, divisional applications, and software used for presentations, word processing, relational databases, and spreadsheets. Writes related instruction manuals. Liaises with vendors regarding software modifications and for technical assistance.
On-boards new staff to systems and user accounts.
Integrates logos, data, graphics, and textual information between software systems.
Participates in collecting and developing customer surveys. Participates in municipal waste management network meetings; and exchanges information on waste management programs and processes with other municipalities.
Exchanges and confirms data with external waste diversion program partners.
Refers complex technical computer software and hardware issues, and software and hardware purchases to corporate ITS.
Backs up the Program Assistant (Waste Management) in that incumbent’s absence. Handles routine administrative and financial duties on behalf of the Manager.
Performs related duties as assigned.

Knowledge, Skills, and Abilities

Knowledge and skills are acquired through a 3-year degree or diploma in a related field, plus 3 years of related experience.
Knowledge of fundamental accounting principles and practices, financial accounting, and mathematics.
Technical knowledge and skill in computer hardware and software, with ability to keep knowledge current and learn new technologies. Ability to research, evaluate, and implement technical solutions with limited instruction.
Knowledge and skill in information formatting and programming for database management.
Knowledge of and ability to comply with policies, procedures, and corporate standards related to records management, finance, and ITS software, hardware, and security requirements.
Analytical, problem solving, and attention to detail skills to verify data accuracy and create related reports. Ability to develop and use computer models, maintain multi-user relational databases, analyse information, and investigate and verify system configuration.
Proficiency with Microsoft Office, with ability to problem solve in a Windows, networked environment. Understanding of local area networks.
Ability to plan and prioritize work to meet deadlines.
Ability to work independently and in a team environment.
Communications skills to provide training and guidance to technical and non-technical users; respond to inquiries from other staff, customers, and contractors; and participate as an effective team member.
Ability to write reports, user manuals, needs assessments, operating instructions, and SOPs.
Ability to design detailed reports and presentations so complex information is clear, concise, and understandable.
Ability to travel to within Waterloo Region.
Ability to support and demonstrate the Region’s values.

The Region of Waterloo is an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process. The Region of Waterloo invites applications from all qualified individuals. We are strongly committed to employment equity, diversity and inclusion in the workplace and encourage applications from Black, racialized/visible minorities, Indigenous/Aboriginal people, women, persons with disabilities, and 2SLGBTQIA+ persons.

The Region of Waterloo is committed to providing accommodations throughout the recruitment process. If you require an accommodation, please notify us and we will work with you to meet your needs. Alternate formats of this document are available upon request. Please contact the Service First Contact Centre at phone number (519) 575-4400, TTY number (519-575-4608) to request an alternate format.

Please note: candidates will be provided an update on their application Please check your spam or junk folder occasionally as some candidates have noticed our emails in those folders (Gmail and Hotmail in particular).

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