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Vaughan is one of Canada's fastest-growing cities. Its emerging downtown, the Vaughan Metropolitan Centre; Canada's first smart hospital, the Cortellucci Vaughan Hospital; and the 900-acre North Maple Regional Park continue to generate momentum and excitement. Be part of something amazing and build your career at the City of Vaughan!

The City is an equal-opportunity employer and a forward-looking municipality that is committed to fostering a dynamic workplace that is diverse, inclusive and welcoming. As an award-winning organization for its employment and diversity and inclusivity practices, the City is focused on providing its employees with a thriving professional environment that leverages flexible work arrangements, a family-focused advantages package emphasizing work-life balance, learning and growth opportunities, and a place where collaboration and teamwork are valued.

Excellence demands brilliant personalities, visionary thinking and a passion for public service. Vaughan is your place to grow.

Position Overview

Assists with monitoring and coordinating the workflow and activities for the Business Services Division including assessing, prioritizing and responding to inquiries, processing requisitions/invoices, composing correspondences, reports, records management, and providing guidance to administrative staff. Provides administrative and operational support to the management team and acts as a liaison with other departments.

Responsibilities

Business Services Lead

- Assists the Manager in coordinating and overseeing the daily workflow and activities of the administration area. Acts as a lead to administrative staff including coordinating priorities, assists with training and provides ongoing guidance to ensure consistent application of established procedures.
- Provides administrative and clerical services to the department, including composing and typing correspondences, reports, budget information, Council reports, memoranda, tenders and proposals, photocopying, collating, proofing and revisions.
- Provides front counter and reception service for the department including monitoring and responding to enquiries and complaints via email, telephone, and front-counter and redirects/refers to the appropriate staff when necessary. Receives department deliveries, reviews, distributes and prepares departmental mail and follow-up.
- Assesses and prioritizes inquiries/information including urgent issues and directs to appropriate staff in response to inquiries/concerns,



including contacting suppliers and contractors, and follow-up as required.
- Schedules meetings and appointments for departmental staff including coordinating background material and records meeting minutes as required.
- Maintains and orders office supplies and equipment including service and maintenance of photocopier, fax machine and printers.
- Ongoing management and maintenance of departmental filing system, contract files, insurance files, parking requests; such as leases, buildings, archive files, etc. Monitors and maintains operating project files for the department including preparing, recording and compiling information and correspondence.
- Leads the financial component of corporate capital project assignments, including preparing capital project funding status report for senior management, resolving financial issues relating to capital projects, tracking financial matters related to capital projects; including providing project funds/allocation status to project managers and stakeholders.
- Responsible for processing, tracking and follow-up of purchase orders,

purchase requisitions, payment certificates and invoices for capital and operating projects.

Administration Lead

- Acts as the subject matter expert responsible for the review and administration of work order system including data entry, review and assigning work orders to appropriate supervisor/staff, tracking and close out. Directs work orders to appropriate location/facility.
- Processes approved departmental work orders, including preparing related reports and maintains statistics and record keeping.
- Prepares and processes purchase requisitions, P-Card, contracts, leases, purchase orders, and low dollar module (LDM) for operating payments through accounts utilizing JD Edwards, including preparing related financial reports and file maintenance. Liaison for Procurement Services and Financial Services for processing of LDM and invoices.




- Subject matter expert and liaison providing assistance and support to departmental staff utilizing JD Edwards and assists with the distribution of keys for the City of Vaughan staff/buildings.

Financial/Procurement Liaison
- Liaises with JD Edwards PeopleSoft, JD Edwards PeopleSoft Upgrade Representative, JD Edwards Competency Business Analysis and is the (PUG) Power User Group Member/VOL/Team Contributor.
- Coordinates, establishes and maintains files related to job function including processing mileage requests, uniform requests, payroll sheets, overtime / lieu time records, weekend on call reports, process and update attendance related records, updates departmental schedules and telephone lists / account lists, distributes staff time off request forms, and processes stationary requisition requests.
- Processes maps and data on KIP (wide format printer) plotter and other scanning equipment as necessary including printing.
- Liaises with Fire and Rescue Services and/or Security Company, around system testing, and provides access codes for system by-passing testing.
- Coordinates alarm verification with the department office.

Qualifications and Experience

- College Diploma equivalent in Business Administration or suitable equivalent.
- Minimum four (4) years related work experience preferably in a public service environment.
- Strong organizational, communication (verbal and written), problem solving, analytical and grammar skills.
- Superior customer service skills including working collaboratively with staff teams, agencies, and external contacts.
- Competency in personal computers and associated software (MS Word, MS Excel, MS Outlook, JDEdwards).
- Valid Ontario Class 'G' driver's license in good standing with a reliable vehicle for business purposes when required.
- Knowledge of, and demonstrated ability in, the city's core competencies and relevant functional competencies.

Working conditions:

- Standard office environment. Ability to work outside normal business hours as required, and in accordance with the Collective Agreement.

We thank all applicants for their interest; however, only those selected for an interview will be contacted. Please be advised, the City of Vaughan uses email to communicate with applicants for open job competitions.

The City of Vaughan is committed to diversity and inclusivity in employment and welcomes applications from qualified individuals of diverse backgrounds. The City of Vaughan is also committed to providing accommodations for people with disabilities. If you require an accommodation, we will work with you to meet your needs.

Apply on Kit Job: kitjob.ca/job/2cfv1h

📌 Business Administration Coordinator (Vaughan)
🏢 City of Vaughan
📍 Vaughan