LACHLAN SHIRE COUNCIL Position Description Position Title: Administration Coordinator Infrastructure Services Position Number: 4200001.1 Stream: Infrastructure Services Salary: Grades 9 (Band 1 Level 4) Grade 10 (Band 2 Level 2) Award: Hours of Work: Responsible to: Supervises: Local Government (State) Award as varied by the Lachlan Shire Council Enterprise Agreement 38 per week Director Infrastructure Services N/A Position Purpose: This position ensures the effective coordination of Council s Infrastructure Services Department and provides secretarial and administrative support and front line assistance to the public on all matters relevant to the Department. Position Objectives: Provision of coordinated secretariat and administrative support, including taking minutes of Council and/or Committee meetings Preparation of Council reports, Business Papers and correspondence Responsible for initial public contact in relation to all Infrastructure Services functions and ensuring appropriate advice is provided to clients or referral to appropriate officer, agency or authority Maintenance of registers, customer requests, Infrastructure Library, Graffiti Register spread sheets and tables Preparation of minutes from weekly Department meeting and assist in preparing staff rosters Updating Council s website with regard to Infrastructure Services information as required Facilitate the provision of Council pool cars for staff and Councillors Provision of administrative assistance to the Infrastructure Services staff (maintenance calls for photocopiers, ensuring supply of stationery and invoices as required)
Update all Department Policies as they fall due Prepare grant applications to Government bodies Monitor and report to Director on progress with customer requests for works relating to the Infrastructure Department Monitor and report to Director on progress with Trim actions Use of Microsoft Office programs, Financial Accounting System and Mapping System to provide support to Infrastructure Services Department Observation of safe work practices at all times, including the immediate reporting of any real or potential safety hazards. Ensuring an awareness of WH&S and EEO requirements is observed in accordance with legislative requirements and Council policies. Undertake other tasks as requested by the Director Infrastructure Services Essential Criteria: Certificate IV in Business Administration or studying towards Class C Licence Excellent communication skills, both oral and written Highly developed organisational and planning skills Excellent customer service and people skills and experience, and ability to liaise with people at all levels Maintain integrity and confidentiality in a political sensitive environment Proficient at using Microsoft Office Programs and Tools Previous experience and ability to work within a team environment Excellent personal and professional presentation Ability to work in a busy, demanding and open plan office environment Understanding of equal employment opportunities Understanding of work health and safety Desirable Criteria: Experience using electronic records system (TRIM) Experience using financial accounting systems (Civica) Experience using GIS / mapping system (Exponare) Ability to understand and interpret legislation Knowledge of policies and requirements affecting the stream s functions Performance Measures: Performance measures for each of the outcome categories will be determined by the Director in collaboration with the staff member at the completion of the first threemonths of employment. These measures will then form part of the staff members formal Annual Performance Plan. Training within this position shall be based firstly upon the essential criteria identified for the position, and secondly upon the desirable criteria and/other training targets identified with the Supervisor. Strategic Focus: Actively participate in the strategic planning of the Department
Playing an active role in identification and policy development for the Department and community Engagement: Promote Council positively at work and in the community Liaise effectively with all Department of Council Provision of courteous, accurate and efficient frontline assistance to staff and the public (via personal contact, email, fax, phone and Council and UHF radios) Leadership: Lead by example, promoting fairness, inclusion and equity in all undertakings Be respectful, open and transparent in deliberation Work with integrity Have excellent time management skills, capacity to plan, organise and meet changing priorities Be an effective team member exhibiting flexibility, commitment and support Accountability: The provision of services and information to the public provided in a timely and cost effective manner Registers are up to date and accurate Ensure that information and/or requests from the public or other staff are provided to relevant staff members accurately. Reports and documents for Council and Committee meetings are provided in a timely manner, noting that these must be reviewed and submitted a minimum of six days prior to the meeting date Accurately prepare correspondence within two days of receipt from staff for reviewing and signing Completion of work accurately and within reasonable time limits Comply with the statutory obligations under the WH&S Act 2011 and WH&S Regulations and report immediately any unsafe work practices or workplace conditions to their supervisors Be a good role model to other employees in the matter of work health and safety Customer Service: Provide a strong commitment to responsive, accountable and friendly customer service Assist with the Department s responsibilities in relation to Council s Customer Service initiative Council Connect @ Lachlan Maintain co-operative and effective communication with internal staff, contractors, the general public and other stakeholders Knowledge: Knowledge and ability to use Council s Records Management System, TRIM Knowledge and ability to use GIS/mapping systems Knowledge and ability to use financial accounting systems Ability to maintain Council s website regarding Infrastructure Services content Knowledge and understanding of work health and safety responsibilities Knowledge and understanding of equal employment opportunity
Expertise: Excellent communications skills, both oral and written Proficient ability to use Microsoft Office suite of products Excellent minute taking skills Excellent customer service skills Demonstrated problem solving skills and conflict resolution skills Highly developed organisational and planning skills Code of Conduct: Employees should act in a manner that promotes Council in a positive way and comply with the Code of Conduct at all times. While on duty, employees are to give the whole of their time and attention to the business of Council. Employees need to carry out their duties conscientiously, honestly, fairly and impartially. Employees are required to treat all people with courtesy and respect. Work Health and Safety Obligations (for all staff): To assist in identification of hazards in the workplace and assessment of associated risks and mitigation strategies Be aware of and follow the Council s adopted risk management procedures when undertaking tasks and projects avoiding placing other persons at risk of harm or ill-health Follow all reasonable directions Report as soon as practical to supervisors any matter that relates to hazard identification; risk assessment; incidents or near misses that effects the Council s capacity to ensure a safe and healthy workplace In the event of a non-disturbance accident not to disturb or interfere with the accident scene other than to; rescue a person from the scene of the incident; or, take such steps as are necessary to prevent further harm to employees; or, render the scene of the accident safe for the purpose of inspection and if required WorkCover investigation. Delegations: CODE SOURCE TITLE DESCRIPTION S22 Signing of Correspondence The authority to sign forms, notices and reply to routine enquiries relating specifically to infrastructure Services departmental issues.
CODE SOURCE TITLE DESCRIPTION P02 Local Government (General) Regulation 2005 - Clause 164. Receive or deal with tenders submitted Act as an appropriate person, within the meaning of clause 164 of the Local Government (General) Regulation 2005, to receive or deal with tenders submitted to Council. The functions of an "appropriate person" under the Act and Regulations include: 1. Placing tenders submitted by facsimile in a sealed envelope (cl 173); 2. Store in an information system tenders submitted by electronic means (cl 174); 3. Open tenders in presence of one other person designated by the General Manager (cl 175); 4. Prepare tender list (cl 175). P06 Council Policy Expenditure - operating budget up to $2,000 To incur expenditure up to $2,000, subject to the expenditure being provided for in Council's Annual Operational Plan and associated budget and also being with the Officer's area of responsibility. Incumbent: Date: Director Infrastructure Services: Please note that Position Descriptions are under regular review and may be changed after consultation, to reflect organisational requirements at any time.