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Job ID: 36189
Job Category: Administrative
Division & Section: Toronto Water, TW Customer & Technical Support
Work Location: 55 John Street, Toronto, M5V 3C6
Job Type & Duration: Full-time, Permanent Vacancy
Salary: $93,500.00 – $119,274.00, TM2239, Wage Grade 6.5
Shift Information: Monday to Friday, 35 hours per week
Affiliation: Non-Union
Number of Positions Open: 1
Posting Period: 13-Apr-2023 to 27-Apr-2023
Major Responsibilities:
- Supervises, motivates and trains assigned staff, ensuring effective teamwork, high standards of work quality, productivity and organizational performance, continuous learning and encourages innovation in others.
- Supervises the day-to-day operation of all assigned staff including the scheduling, assigning and reviewing of work. Authorizes and coordinates vacation and overtime requests. Monitors staff attendance and performance, approves salary increments, hears grievances and recommends disciplinary action when necessary.
- Provides analysis and reports on various responsibilities and implements detailed plans and recommends policies/procedures for the unit.
- Acts as the Division’s principle liaison with the Procurement and Materials Management Division (PMMD), Accounting Services, Insurance & Risk Management and Legal Services staff on matters related to tender calls and requests for proposals, and the execution of the corresponding contracts and agreements.
- Supervises the preparation, award and execution of call documents for the procurement of professional services and construction services in SAP Ariba including construction tender documents, Requests for Proposals (RFP) and Requests for Quotations (RFQ). Reviews tender submissions.
- Provides payment support services to various sections/units of the Toronto Water Division. Supervises the preparation and processing of progress payments for construction contracts, payments for invoices and operating expenditures. Ensures all appropriate holdbacks are retained. Coordinates preparation of expenditure liabilities at year end. Manages contracts, purchasing and payable documents for storage and archive purposes.
- Ensures contractual obligations and City policies and procedures related to payments are met in accordance with construction contracts and consultant agreements.
- Ensures the provision and tracking of lien searches in compliance with the Construction Act.
- Liaises and follows up with Project Managers, Senior Project Managers, Purchasing & Materials Management, Legal and other City staff with respect to claims, litigation issues on contracts and to ensure all required approvals and permits are obtained and maintained for all contracts.
- Supports and promotes the Division’s vision, strategic plan and change initiatives through leadership, participation, communication with direct reports and application of functional policy.
- Implements detailed plans and recommends policies/procedures regarding program specific requirements.
- Develops and manages client and stakeholder expectations and relationships through effective service agreements, communication and monitoring of commitments and obligations.
- Provides input into and administers assigned budget, ensuring that expenditures are controlled and maintained within approved budget limitations.
- Represents the Division/Cluster/Corporation at a variety of meetings with clients, stakeholders and service providers.
Key Qualifications:
- Experience in the procurement of construction and professional services, including preparation, execution and administration of purchasing documents, construction contracts, requests for proposals, requests for quotation, tenders, project cost control and accounting.
- Experience in coordinating and tracking vendor payments to ensure timeliness are met and to ensure accuracy.
- Experience in initiating and leading process improvements and designing and implementing new processes and procedures.
- Considerable experience with analyzing and reporting of purchasing and financial data including cost control, expenditure forecasting, preparation and interpretation of financial reports; and reporting on key performance indicators.
- Considerable experience using SAP’s material management module or similar systems to run reports and analyze data.
- Experience leading, motivating, training, providing direction and/or supervising support staff in a fast-paced environment.
- Post-secondary education in a related field such as Finance, Business Administration, Purchasing or an equivalent combination of education and experience would be considered an asset.
- Ability to prepare financial statements and invoices for cost recovery on construction and professional services contracts as well as prepare year-end liability statements and account reconciliation.
- Ability to work in a highly demanding work environment with many competing priorities and deadlines.
- Highly developed communication skills, both oral and written.
- Highly skilled in using Microsoft Office Suite (Word, Excel).
- Excellent leadership, results management and change management skills.
- Superior interpersonal, analytical, negotiating, problem solving and conflict resolution skills.
- Ability to establish effective and strong working relationships and trust with multiple stakeholders including staff, client divisions, outside agencies, politicians and other orders of government.
- Ability to motivate a diverse work force, promote and foster effective teamwork and establish excellence in a customer service oriented environment.
- Knowledge of relevant legislations and regulations including; the Construction Act, the City’s Financial and Procurement Policies, the City’s Purchasing By-Law as well as contract law, Employment Standards Act, Human Rights Act, and the Occupational Health & Safety.
- Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces.
Equity, Diversity and Inclusion
The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity.
Accommodation
The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request. Learn more about the City’s Hiring Policies and Accommodation Process.
