POSITION PROFILE Administrative Assistant - Operational Support Unit. Position Summary. Position Statement. Corporate Vision. Constructive Culture

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1 Position Summary Position Title : Administrative and Purchasing Officer Business Unit : Operational Support Unit Division : City Development Division Classification : Level 3 Status : Ongoing Permanent Position (Amended Oct 09) Position Statement Reporting to the Unit Manager Operational Support, this position will maintain front office and customer service function. This position will provide high level administrative support to the Operational Support Unit, with general support to other areas of City Services. Responsibilities include the processing and tracking of Purchase Orders and the undertaking of general administrative and data entry duties. Corporate Vision By 2010 Marion Council will be A leader in the delivery of the Community Vision - A heart for Adelaide s inner south An Organisation of Excellence > Recognised for excellence in governance > Recognised for service quality > An employer of choice The Corporation of the City of Marion is committed to the Excellence in Local Government Framework (EiLGF) to guide our strategies and enable us to benchmark our achievements. We are also committed to developing a constructive culture that supports individuals and the organisation to achieve our goals. Constructive Culture The City of Marion understands that constructive leadership management and teamwork are critical to maximising community benefit and employee satisfaction. We will work towards building a constructive culture, which for us, means showing balanced concern for getting the job done (task skills) and for satisfying the needs of the individual or group (people skills). There are four (4) key components of the Human Synergistics Constructive Cluster (Style) Achievement Affiliative Humanistic Encouraging Self-Actualising Orientated individuals or teams are concerned with getting things done and performing well. The climate or atmosphere of affiliative individuals or teams is very friendly, cooperative and relaxed. Individuals or teams are constructive, sensitive and supportive of others. Individuals or teams tend to be optimistic and interested.

2 Reporting/Working Relationship POSITION PROFILE Reports to: Unit Manager Operational Support Supervises: Internal liaisons: City Services Managers, Coordinators and Responsible Officers External liaisons: Customers (Customer Service Activities) Essential Minimum Requirements The following essential requirements will be used in the assessment of the applicant in order to determine the most suitable candidate. Skills Ability to work well with people and to foster and support an excellent customer service environment Demonstrated commitment to continuous self-improvement and professional development. Sound written and verbal communication skills including report writing. Possess sound interpersonal skills, including the ability to effectively relate to and work with a wide range of people. Possess good time management skills and ability to work both independently and as a member of a team. Knowledge Sound knowledge and understanding of council s procedures and practices relating to the designated areas of responsibility. Knowledge of OHS&W legislation and obligations, particularly as it relates to accident prevention and risk minimisation. Understanding of council s organisation, policies, functions, systems and activities. Sound understanding of how various sectors of the community impact on and interact with council. Working knowledge of purchasing related policies and procedures. Working knowledge of the principles and practices underpinning quality outcomes. Experience Experience in the provision of quality service delivery. Experience in the application of administrative and scheduling systems. Sound problem solving skills, including the ability to identify alternative solutions and make sound, logical and cost effective decisions. Possess sound administrative skills. Computer literacy and experience ion a range of flowchart, Windows and organisational software.

3 KEY RESULT AREAS 1. CONSTRUCTIVE CULTURE 2. OPERATIONAL 3. QUALITY SERVICES 4. BUSINESS EXCELLENCE 5. ENVIRONMENTAL AWARENESS 6. OWN HEALTH & SAFETY POSITION PROFILE KEY RESULT AREAS 1. Constructive Culture 2. Operational KEY TASKS Demonstrate understanding and contribution to the achievement of the Constructive Culture with emphasis on the four key components. Demonstrate through own behaviours contribution to the achievement of the Corporate Values that are important to the success of the Organisation: Open, ethical and accountable. Value the customer. Committed and enjoys getting the job done. Seek and celebrate achievement. Work together in partnership. Show leadership. Respect the views, opinions and capabilities of others. Continue to learn and improve. Embrace sustainability. As part of the Administrative team, provide general administrative and clerical support to the City Services Department, including: Word processing Processing of Customer Service Requests and telephone enquiries Data entry and Data base maintenance Recording and maintaining statistical information As part of the Administrative team, perform general administrative duties including filing, photocopying etc. and ensure tasks are completed in a timely and professional manner. Maintain report and briefing schedules and procedures Distribution of mail Monitoring and maintaining department stationary supplies Contribute to the review and continuous up-grade of Customer Service activities. Perform the Purchase Order Receipt function through the cross checks of Invoices with approved Orders. Maintain purchasing system integrity and reporting inconsistencies. Maintain the Corporate Wardrobe processes and systems ensuring that members receive annual entitlements. Aid in the induction process, providing advice and training in Department procedures and systems to new and existing employees. Assist and support other members of the Department as required Maintain and distribute Petty Cash in compliance with set guidelines. Maintain and distribute Cab Charge dockets in compliance with set guidelines Other administrative and clerical tasks as directed

4 3. Service Quality Participate in the gathering and analysis of customer feedback to establish the value, satisfaction and expectations for each service provided within work area. Participate in the review and improvement of the quality of each service provided in line with the identified customer feedback and organisational needs Support and participate in Corporate Service Quality projects Participate in the establishment, monitoring, reviewing and reporting of key performance indicators (KPIs) and targets for all services within work area. Contribute to the maintenance of an accurate record of customers and key stakeholders of all services within work area. A practical understanding of process improvement methodology (E.g. Plan- Do-Study-Act, Six Sigma, Lean) and associated tools, such as Deployment Flowcharting is a critical element of role. Experience with the use of Flowcharting software (E.g. Microsoft Vision) will be highly regarded. 4. Business Excellence Support the development, implementation and achievement of actions to address the opportunities for improvement identified through the Business Excellence process. Contribute to and implement improvements to workplace methods, practices, quality and productivity. Contribute to improve the overall operational efficiency of the organisation through the use of Business Excellence tools to increase quality of service and where possible reduce operational costs. A practical understanding of process improvement methodology (E.g. Plan- Do-Study-Act, Six Sigma, Lean) and associated tools, such as Deployment Flowcharting is a critical element of role. Experience with the use of Flowcharting software (E.g. Microsoft Vision) will be highly regarded. 5. Environmental Awareness Take reasonable care of the workplace environment. Avoid adversely affecting the environment (including impacts on soil, water, air, noise, flora and fauna) through any act or omission of work. Be aware of and comply with use of and utilise any equipment provided for environmental pollution prevention. Report all spills, incidents and environmental damage in accordance with Council procedures. Participate in activities associated with the implementation of workplace environment policies, procedures and management systems.

5 6. Own Health & Safety Take reasonable care of own health and safety at work. Avoid adversely affecting the health and safety of any other person through any act or omission at work. Ensure you are not affected by the consumption of alcohol or a drug, in such a state as to endanger own safety at work or they safety of any other person. Use any equipment provided for health and safety purposes. Not wilfully interfere with or misuse items or facilities provided in the interest of health, safety and welfare of employees. Report all accidents, incidents, injuries, property damage in accordance with Council procedures. Comply with the use of and utilisation of appropriate Personal Protective Equipment (PPE) Participate in activities associated with the management of workplace health and safety, policies, procedures and management systems. Position profile approval: Acknowledged by Occupant Acknowledged by Manager Acknowledged by Organisational Development