Job Description

Data Management Clerk (E&C)

At Halton Region, we treat everyone with respect, honesty, fairness and trust. As an equal opportunity employer, we are committed to establishing a qualified workforce that is reflective of the diverse population we serve. Halton Region is committed to providing accommodation to individuals with disabilities throughout the recruitment process.
Halton Region serves more than 595,000 residents throughout Burlington, Halton Hills, Milton and Oakville. We are committed to delivering high quality programs and services that make Halton a great place to live and work.
Joining Halton Region opens the door to a fulfilling career. Our comprehensive compensation, great benefits and employee recognition program are a few reasons why we are one of the GTA’s Top Employers. We engage great people who contribute to meaningful work that makes a positive difference in our community. As an employee, you will be part of a progressive, service focused and award winning employer with a diverse and inclusive work environment. At Halton, you are encouraged to grow and succeed in your career and are recognized for your accomplishments and contributions.
Posting ID: 991
Department: Public Works
Division: Engineering & Construction
Job Type: Permanent
Hours of Work: 35 hours per week
Work Location: 1075 North Service Road West, Oakville
Employee Group: OCT
Posting Date: August 22, 2022
Application Deadline: September 5, 2022

Job Summary

Reporting to the Senior Project Advisor, within the Engineering and Construction Division’s, Engineering Management Office, the Data Management Clerk will support the successful delivery of capital projects and programs by collecting, maintaining and disseminating project data to all stakeholder groups within and outside of the division for the purposes of reporting and advanced analytics.

Duties & Responsibilities

• Circulate, collect, enter, manage and maintain the project data supporting the delivery of Capital projects in project management and financial systems
• Provide reporting for data in project management and financial systems to Senior Management for the Allocation Program projects
• Utilize databases to produce various spreadsheets for Senior Management for data analysis purposes
• Assist the Data Analyst with extraction, cleaning, collection and organization of data for the purposes of data analysis, modeling and reporting
• Preparation and review of the current work in progress (CWIP) maps and data tables in conjunction with the Information Management group
• Provide monthly data and financial reports on the Capital Works Program to various departments
• Provide data entry and data management support to the Engineering & Construction division
• Liaise with Finance regarding payment inquiries related to invoices, purchase orders, and cheque requisitions
• Goods receipting invoices utilizing SAP
• Open purchase orders under $10,000. Provide year end reporting on purchase orders
• Track invoices, purchase requisitions and payment certificates
• Track and maintain logs for permits associated with the capital projects

Additional Duties and Responsibilities

• Assist with variance reporting as requested by Finance
• Send department emails for collecting project related data as requested by various departments and other stakeholder groups
• Create Ward maps and tables for annual project delivery schedule for Senior Management and Regional Councillors
• Generate cost center reports for Senior Management
• Maintain, update and consolidate the Budget Tracking Tool
• Assist with collecting, reporting and analyzing reports for Asset Management
• Maintain, track and monitor Change Requests in conjunction with the Annual Capital Budget process.
• Upload all documents for signatures in DocuSign
• Maintain Infrastructure Planning & Financial System (IPFS) relating to project finances
• Provide back up to the day-to-day administrative support for Engineering & Construction
• Perform other duties as assigned

Skills & Qualifications

Essential

• Degree or Diploma in Information Management, Data Management or a related field of study.
• Minimum of three (3) years of progressive responsibilities related to data management and finances.
• Ability to work in a team environment, excellent customer service skills and strong organizational and time management skills.
• Computer proficiency, including advanced knowledge of MS Office with an emphasis on Excel and SAP
• An equivalent combination of education and experience will be considered.

Preferred

• Working knowledge of Visio, Sharepoint, IPFS and Construction Contract Management System (CCMS)
• Training in construction administration support.

Key Skills:

• Intermediate level understanding of extraction, cleaning, collection and organization of data sourced from various systems
• Basic level understanding of data analysis, modeling and reporting
• Experience with dealing with large volumes of data across multiple systems
• Excellent analytical, problem solving, planning, organization and time management
• Excellent interpersonal skills with the ability to form and maintain strong relationships with internal and external stakeholders and customers.
• Understanding of planning, design, construction and commissioning of road, water and wastewater infrastructure (will be considered as an asset).
• Ability and willingness to learn

Working/ Employment Conditions

Working Conditions

• A valid Ontario Class G driver’s license is required as travel between locations within Halton Region will be necessary. Incumbent must supply own transportation.

Employment Conditions

• In support of the Region’s commitment to a healthy and safe workplace and community, the Region has a vaccination requirement for all employees. The successful candidate will be made an offer of employment on the condition of being fully vaccinated against COVID-19 and able to provide proof of vaccination. The candidate will be asked to provide the Region with proof of full vaccination, prior to their employment start date. The requirement to be fully vaccinated is subject to the Ontario Human Rights Code. If the candidate is unable to vaccinate for a reason protected by the Code, a request for accommodation can be requested and written proof satisfactory to the Region will be required.
  

Important information about your application:

• In accordance with requirements in Ontario Regulation 191/11 – Integrated Accessibility Standards and the Ontario Human Rights Code, Halton Region will accommodate the needs of individuals with disabilities throughout the recruitment process. If you require accommodation at any stage of the recruitment process, please inform the Talent Acquisition representative of the nature of the accommodation(s) you require.
• Please submit your application online. We will accommodate individual needs for applicants with disabilities and others who are not able to apply online. If you experience any issues with submitting your application, please contact HR Access at 905-825-6000 extension 7700.
• Applications will be accepted until 11:59 p.m. on the deadline date specified on the posting.
• We encourage applications from all qualified individuals; however, only those under consideration will be contacted.
• Personal information collected through the job application process will only be used for the purpose of determining qualifications for employment.
• If selected for an interview, you will be contacted by email and/or phone. Please ensure the contact information provided on your resume is up to date and that you check your email and voicemail regularly.