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Our Values

Respect Honesty Commitment Courage Values only become meaningful when they are translated into behaviours that people engage in and others can observe.

They are the cornerstone of ‘walking the talk’.

1. Purpose

1.1 Primary functions Provide administrative support to the Works Coordinators including:

Project & program management – assisting in the preparation of project and program management documentation.

Purchase orders – preparing purchase orders as required and processing payments for goods and services received.

Database maintenance – using Synergy Soft, developing financial costing sheets and inputting of data as supplied.

Procurement - preparing project costings and quantity estimates, project planning including sourcing quotes, preparing tenders, engaging contractors and monitoring project progress against budget.

General administration duties – assisting Manager Works and Coordinators with all aspects of procurement and other administrative duties as directed.

Position Title: Works Project Administration Officer Directorate: Infrastructure Services - Works

Reports to: Manager Works

Date effective: July 2017

Agreement Level: Level 4/5

Position no: WOR04

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1.2 Community strategic goals

1.3 Key functions and duties

Key functions Specific duties % Time

Capital Delivery

Support with the delivery of the Infrastructure Capital Works Programme;

Prepare project/program management documentation;

Assist in the preparation, assessment and management of tenders, contracts and quotes;

Prepare and submit works approvals for gravel crushing and screening;

Prepare project clearing permits, monitor and report on compliance with clearing conditions as required;

Undertake procurement activities in accordance with the Shire’s Purchasing Policy;

Assist in the works scheduling activities; and

Undertake financial audit of projects, tenders, and works for reporting purposes.

60

Operational

Provide administrative support to the annual infrastructure construction and operational programmes;

Assist with the commencement and completion of infrastructure projects identified within the budget process;

Provide contractors, suppliers and teams with all OSH information as required by the Shire, including inductions on site, job safety analysis, safety plans etc.;

Preparation of purchase orders and processing payments for goods and services as required;

Develop financial costing sheets and input data as required and assist in financial monitoring and reporting;

Reconciling financial accounts;

Identify, rectify and initiate action for any account booking errors;

Liaise with Finance to ensure accurate and timely processing of accounts;

Provide general administrative support to the areas of Infrastructure - Works where required;

40

Goal 1:

Valuing the

natural

environment

Goal 2:

Welcoming

and inclusive

communities

Goal 3:

Managing

growth

sustainably

Goal 4:

Vibrant and

diverse

economy

Goal 5:

Effective

leadership

and

governance

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Provide customer service for Works; and

Preparation of fortnightly timesheets.

General

Work in accordance with the Shire’s defined Equal Opportunity and Anti-discrimination legislation, procedures & principles;

Work in accordance with the Shire’s defined Occupational Safety and Health legislation, procedures and principles;

Adhere to the Shire’s Code of Conduct, policies and management practices as amended from time to time;

Contribute to the attainment and development of strategic plan outcomes, strategies and actions; and

Ensure all duties as directed by the Chief Executive Officer are fully undertaken.

2. Extent of Authority

Under the limited direction of the Chief Executive Officer and as delegated from time-to-time, the incumbent has authority to act within predetermined guidelines, policies, procedures, predetermined budgetary limits and expenditure and in accordance with the statutory provisions of the Local Government Act 1995 and other relevant legislation. Delegated authority in accordance with the following: N/A

3. Relationships

3.1 Responsible to Manager Works

3.2 Responsible for

Nil 3.3 Internal Stakeholders

Management Council Staff

Coordinator Works Coordinator Operations Workshop Supervisor

3.4 External Stakeholders Contractors and material suppliers

Community members and groups Government departments Associations of Local Government Local businesses and business support groups Grant issuing bodies Public users of shire facilities

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4. Position Selection Criteria

4.1 Position essentials

Certificate IV in Project Management Practice or approved equivalent.

Proven experience in program and project management.

Working knowledge of an Infrastructure delivery environment.

Well-developed written and verbal communication skills to assist with financial reporting & preparing project management documentation.

Experience in using Synergy Soft (or similar) and MS Office software to include developed word processing, data entry and spreadsheet skills.

Demonstrated experience and skills in procurement and financial management.

Ability to work in a multidisciplinary team environment.

Experience in providing high quality customer service and ability to resolve issues with minimal assistance.

Experience in working within a high safety culture environment; and

Possession of a ‘C’ class drivers licence.

4.2 Position desirables

Developed report-writing skills.

Possession of a Construction Safety Awareness Training White card.

Experience in safety documentation, observations and investigations; and

An understanding of the Local Government Act and Regulations.

5. Parties

Present Occupant Name: Signature: Date: Supervisor Name: Signature: Date: