Overview As a Program Assistant in Sanitary and Stormwater Utilities, you provide the administrative, financial, and customer service backbone that enables the team to deliver compliant, audit-ready programs and capital work. You support day-to-day operations across residential and non-residential stormwater credit programs, sewer rebates, cross-border servicing agreement billing, and grant-funded initiatives (including Disaster Mitigation and Adaptation Fund reporting and documentation).

In this role, you work across multiple enterprise systems (e.g., SAP, PeopleSoft, Cityworks, AMANDA, OnPoint, and DocuSign) to process applications, invoices, purchase orders, progress payment documentation, time sheets, and records. You bring a strong attention to detail, sound judgment with confidential information (MFIPPA), and a service-oriented approach when responding to inquiries from the public, internal partners, consultants, and other agencies.

If you’re motivated by accurate processing, continuous improvement, and supporting the delivery of resilient sanitary and stormwater infrastructure in a fast-paced municipal environment, this role is for you.

(Temporary Full Time for Approximately 12 Months)

Responsibilities

• Program & Policy Support

• Administer Residential Stormwater Credit applications in SAP: review, approve/decline, terminate as required; process batch credits for large condo sites and handle move-in/move-out adjustments.

• Receive/file Non‑Residential Stormwater Credit and Sewer Rebate applications and coordinate with technical evaluators.

• Coordinate Cross‑Border Servicing Agreement billing: compile, track, and process monthly/annual invoices (payments and receivables), reconcile discrepancies, and maintain complete records (payments upwards of ~$4M).

• Support compliance, documentation, and audit readiness for the Disaster Mitigation and Adaptation Fund (DMAF) program, including data verification, reconciliation, and organized records management.

• Financial & Procurement Support

• Create/edit vendor profiles; develop purchase requisitions; process purchase orders, field orders, cheque requisition POs, outline releases, and related invoices in SAP, ensuring accuracy and policy compliance.

• Review/prepare consultant Progress Payment Certificates with all safety and contract documents; process PPCs per the Construction Act, verify funding allocations, and review 10%/2% holdbacks and their releases.

• Liaise with Finance/Accounting to resolve invoice/PO discrepancies; complete monthly expense reports in SAP Concur; support audits and adhere to internal controls and naming/filing conventions (incl. DMAF).

• Administrative & Payroll Support

• Support weekly time sheet processing for student co-op positions, which are not currently administered through SuccessFactors.

• Create/maintain/close Cityworks work orders linked to Timetool projects; manage divisional supplies (clothing, office, furniture, copier); administer ShareFile permissions/structures; coordinate DocuSign routing for approvals.

• Coordinate meetings, workshops, and divisional events (scheduling, facilities, catering, materials); prepare agendas and minutes (incl. Utility Planning Committee, SSU P&P team).

• Manage Years of Service recognition, business cards/name tags, safety footwear vouchers, and mail distribution.

• Customer Service & Continuous Improvement

• Serve as first point of contact for SSU phone line and inbox; research and resolve inquiries using SAP, OnPoint, and AMANDA; triage emergencies; practice de‑escalation and confidentiality (MFIPPA).

• Analyze and improve internal/external processes (e.g., stormwater credit workflows) using LEAN principles; collaborate across divisions (Revenue, TIS, Building, Engineering, Asset Management, KU).

• Perform other related duties as assigned.

Education

• Grade 12 Diploma plus up to one year of job related post secondary courses.

Experience

• Minimum 1 year of related experience.

Knowledge, Skills, And Abilities

• Familiarity with municipal/utility contexts, procurement, invoice processing, and timesheet/entitlement reconciliation is an asset.
• Hands‑on experience with SAP (vendors, POs, invoices, PPCs, payments), SAP Concur, PeopleSoft, Timetool, Cityworks, OnPoint, AMANDA, ShareFile, and DocuSign (or similar systems).
• Strong MS Office skills and accurate data entry with high attention to detail.
• Working knowledge of procurement practices and documentation; ability to process PPCs in accordance with the Construction Act and City policies.
• Understanding of MFIPPA requirements and records/retention best practices for confidential/sensitive information.
• Awareness of funding program documentation/audit expectations (e.g., DMAF).
• Exceptional organization, communication, and problem‑solving abilities; proven accuracy in reconciliation and documentation.
• Customer‑service mindset with conflict management/de‑escalation skills; ability to manage multiple priorities in a fast‑paced setting.
• Ability to work independently with sound judgment and discretion; collaborate effectively across teams and levels.
• Occasional site visits may require safety footwear, hard hat, and high‑visibility vest in accordance with site protocols.
• Reliable with a good attitude and employment record.