About Us : Yarriambiack Shire Council has a population of 6,645 people and covers an area of 7,158sq km. Yarriambiack Shire Council stretches from the Wimmera River just north of the Grampians in the south, to the centre of the Mallee in the north. The Yarriambiack Creek is the main natural feature traversing the Shire. The area is also linked by road and rail systems that run in a north-south direction. The area has an almost ideal climate with a short winter and delightful autumn and spring. Warracknabeal is the major service centre in the region and provides a wide range of services. It is complemented by Hopetoun in the north and Minyip, Murtoa and Rupanyup in the south, with another 13 small towns spread throughout the Municipality. Council offers an abundance of services to the region such as maternal and child health, enhanced maternal child health, library services, tourism and area promotion, parks and gardens, kindergarten services, housing support, environmental health services, food inspections, immunisation, youth support, planning and building services, waste services, law, order and public safety, public recreation spaces including swimming pools and sporting stadiums, emergency management, roads, footpaths, bridges, buildings, aerodromes, public halls and saleyards. Council is also engages technical specialists to provide effective governance, accounting and finance, customer service, administration, engineering and asset management and information management services. About You : QUALIFICATIONS AND EXPERIENCE: Highly developed verbal and written communication skills are essential. Knowledge of Local Government services and procedures will be highly regarded. Beyond secondary education; typically, a certificate or post-secondary qualification below degree/diploma level – or knowledge and skills through on-the-job-training. Knowledge and/or understanding of infrastructure and outdoor works tasks in a Council setting, or ability to learn quickly on the job. Awareness of quality assurance frameworks and practices that are to be achieved / implemented to ensure compliance is achieved. Well developed software administration skills, being able to problem solve to achieve organisational outcomes. KEY SELECTION CRITERIA: The person must have highly developed interpersonal skills, being able to communicate effectively and efficently with customers to achieve organisational goals. Highly developed verbal and written communication skills are essential. Knowledge of Local Government services and procedures will be highly regarded. Beyond secondary education; typically, a certificate or post-secondary qualification below degree/diploma level – or knowledge and skills through on-the-job-training. Knowledge and/or understanding of infrastructure and outdoor works tasks in a Council setting, or ability to learn quickly on the job. Awareness of quality assurance frameworks and practices that are to be achieved / implemented to ensure organisational compliance. Well developed software administration skills, being able to problem solve to achieve organisational outcomes. Position Summary : POSITION OBJECTIVES: This position is responsible for managing and co-ordinating the customer request management system related to Council's infrastructure and outdoor works activities. The role includes coordinating administrative tasks to arrange inspections and communicating with customers about the status of requests and planned work. Additionally, this role involves leading administrative efforts to ensure compliance with policies, procedures and legislative requirements on behalf of Council's certified Engineer and associated teams. Key Requirements : ACCOUNTABILITY AND EXTENT OF AUTHORITY: Providing support to the Manager Infrastructure and Works to ensure quality assurance and compliance is achieved. Able to use guidelines, knowledge or experience to solve problems, whilst having access to guidance and advice that is usually available within time to make a decision. Freedom to plan work at least a week in advance. JUDGEMENT AND DECISION MAKING: Tasks and roles are well defined with clear objectives. Guidance and advice are always available within time to make a choice. SPECIALIST KNOWLEDGE AND SKILLS: Understanding of compliance and legislative framework requirements. Understanding of Yarriambiack Shire Council services and works program to enable accurate, professional response to external/internal customer enquiries. Highly skilled and competent with software system administration. Highly skilled administrator, with well-developed information, communication and technology skills. Have a thorough understanding of Council policies, and regulations related to the role and long-term goals of the Council. MANAGEMENT SKILLS: Skills in managing time and planning and organising one’s own work. Ability to maintain a high level of confidentiality. INTERPERSONAL SKILLS: Ability to gain cooperation and assistance from clients, other employees, and members of the public in the administration of well-defined activities. Ability to work under pressure, when necessary, to meet a deadline. Skills in preparation of routine correspondence and reports. Well-developed verbal communication skills in order to deal professionally and in a customer focused manner with internal and external parties. Job Responsibility : KEY RESPONSIBILITY AREAS: The Customer Liaison Administrator (Infrastructure and Outdoor Works) will undertake the following activities: Customer Request Management System and Planned Works Administration Manage, monitor and action the customer requests as assigned to the Infrastructure and Outdoor Works teams. Distribute customer requests to relevant Officers to follow up and action. Liaise with the customer / community members in relation to their requests, providing updates in a timely manner. Responsible for the recording of customer requests that become programmed (planned) works in Council's asset management software system. Assist the Manager in distributing the planned works list from the Council's asset management software system to the relevant Officers. Follow up and ensure programmed works are complete, ensuring the customer is notified of the outcome. Engineering Administration Review and issue Asset Protection and Road Reserve Work Permits. With assistance from the Manager, maintain the Infrastructure and Works Policies, Procedures, Plans and Manuals. Distribute correspondence on behalf of the Manager as required. Assist with the development and distribution of planned works correspondence to the community. Record the grader records in the applicable Council systems. Assist the Manager with procurement activities, including the establishment of jobs in WorkflowMax and ensuring procurement plans and associated procurement compliance activities are undertaken. Be the lead administrator of the Site Docs software system. This system will be the document management system for all capital works delivery projects, and the National Heavy Vehicle Regulator requirements. Other Administration The individual in this role will be responsible for executing any additional administrative tasks as assigned, in accordance with the appropriate Band level and aligned with their experience and qualifications. RISK AND OHS MANAGEMENT / STAFF AUTHORITY AND RESPONSIBILITIES The following authorities and responsibilities are assigned to the levels of management and staff as shown and are based on those in the Occupational Health & Safety Act 2004. Employees - Occupational Health and Safety Comply with all Risk and OHS Management procedures and requirements. Work safely and not place at risk the health and safety of other employees, contractors, volunteers or the general public. Visually monitor and report risk and safety management issues to your relevant Supervisor or Manager. Assist your Supervisor or Manager to rectify risk and safety issues to make the workplace/worksite safe. Ensure asset related damage, hazards or potential hazards are reported to your manager, supervisor or OHS representative. Encourage other employees to consider safety factors within the working environment. Attend Risk and OHS compliance training as directed. Be an active member of your OHS designated working group. Show commitment to risk and safety through participation in formal and informal discussions/ meetings on risk and OHS issues. Cooperate with your employer and fellow employees with respect to any action taken by the employer to comply with the OHS Act. Attend safety meetings, toolbox meetings and safety training as directed by your Supervisor or Manager. Council Assets Responsibilities Take reasonable care of any council property or assets that you may use, have access to, or have overall responsibility for. Record and report to your Supervisor/Manager, any damage or potential for damage, to property or assets that you may use, have access to, or overall responsibility for. This may include risks such as accidental fire, arson, storm, flood or security. ORGANISATIONAL ENVIRONMENT: Reports to: Manager Infrastructure and Works KEY COMMUNICATIONS: Internal Liaisons: Chief Executive Officer, Chief Operating Officer, Customer Service, Infrastructure and Works and Assets and Emergency Management departments. External Liaisons: Software providers, community members and contractors. ORGANISATIONAL RESPONSIBILITIES: At all times, behave in a manner consistent with Council’s Code of Conduct and human resource policies and guidelines (including Bullying / Equal Opportunity / Discrimination / Sexual Harassment policy). Ensure compliance to relevant OHS regulatory requirements and implement, promote and maintain Council’s OHS and Return to Work policies, procedures, training programs and initiatives. Ensure compliance to relevant regulatory or legislative requirements; including but not limited to Information Privacy and Freedom of Information. CHILD SAFE STANDARDS: Yarriambiack Shire Council is committed to creating a child safe and child friendly environment where children and young people are respected, valued and encouraged to reach their full potential. All staff must adhere to Council’s Child Safe Policy and procedures and ensure that any reasonable suspicion of abuse to children or young people is reported. EQUAL OPPORTUNITY: Yarriambiack Shire Council offers a work environment free from discrimination, sexual or other harassment, victimisation, vilification and bullying. Employees are expected to contribute to the maintenance of such a work environment. PRIVACY AND CONFIDENTIALITY: Employees must respect and protect the privacy and confidentiality of information gained or accessed during the course of their employment. Employees are required to comply with the Information Privacy Act, the Health Records Act and Council’s Confidentiality policies. Both during and after employment with Council, employees must not: Communicate confidential or private information to third parties. Make use of any information gained through employment at the Shire for any purpose other than the discharge of official duties. PERSONAL HEALTH INFORMATION: Personal and Health Information collected by Council is used for recruitment and if the applicant is successful will be used for Human Resources. The Personal and Health Information will be used solely by Council for this purpose and/or directly related purposes. Council may disclose this information to other organisations if required by legislation. The applicant understands that the Personal and Health Information provided is for the above purpose and that he or she may apply to Council for access to and/or amendment of the information after finalisation of the appeals process. Information relating to unsuccessful applicants may be destroyed by Council after 12 months from this time. Requests for access and/or correction should be made to Council’s Privacy Officer. RECORD KEEPING: Record keeping responsibilities for all staff members: Creating and capturing full and accurate records of Council business. Adhering to Council’s Records Management Policies and Procedures. ANNUAL PERFORMANCE REVIEW: Every staff member is required to actively participate in the annual performance review/appraisal process with his or her supervisor. VARIATIONS TO CONDITIONS OF EMPLOYMENT: This position description is subject to change from time to time as Yarriambiack Shire Council’s organisation may be developed or restructured. Any such reorganisation of duties shall be the subject of discussion with the position incumbent. CONDITIONS OF EMPLOYMENT: As part of Yarriambiack Shire Council’s recruitment and selection process, a Pre-employment medical assessment, satisfactory Police Check and Working with Children’s Check (Vic) is required for this position. Current Victorian Drivers Licence. Job Functions : Local Job Benefits : Work from home options, with flexible working arrangements. Fortnightly roster day off. Leave Loading. Supportive and friendly team environment. Investment in professional development. Selling Point : Yarriambiack Shire is an employer of choice, offering a flexible and supportive working environment. Contact : Tammy Smith