Maternity Leave Contract - Part Time Works Depot Administration Officer

at  Boulia Shire Council

POSITION DESCRIPTION

POSITION TITLE: Administration Support Officer – Works Depot
DIRECTORATE: Works and Operations
DEPARTMENT: Operations
CLASSIFICATION: Level 3.1
REPORTS TO: Director of Works & Operations
Queensland Local Government Industry Award (Stream A) - State 2017

DEPARTMENT SUMMARY

The Directorate of Works and Operations is a multi-faceted structure including Local
Government compliance, Shire and State road infrastructure, community responsibilities
(identifying and implementing maintenance strategies for long-term sustainability of
community infrastructure) and Shire Council corporate deliverables (planning for, and
meeting the deliverables against the corporate and operational plans).
The Director of Works and Operations is responsible for leadership and management of
human resources (Council Staff and External Contractors); and the acquisition,
maintenance of physical resources, project management; all aspects of road construction
and maintenance including budgets and identification of external funding opportunities
for roads and infrastructure.

POSITION SUMMARY

This role supports the Director of Works and Operations in all administrative aspects
including administrative support to other Subsidiary Managers/Foreman.
The Incumbent will contribute to an effective team environment which focuses on results,
and achieves service excellence.
This position acts within statutory regulations and established procedures, with freedom
to exercise initiative and judgement within delegated authority.

POSITION SPECIFIC ACCOUNTABILITIES / PERFORMANCE OBJECTIVES

• Provide administrative and clerical support to the Director of Works and Operations

and Subsidiary Managers/Foreman;

• Preparation and maintenance of records for Department of Transport and Main

Roads related works (eg: Checklists, Traffic Management Plans, Construction Plans,

tender documents);

• Preparation, reviewing and processing of progress claims
• Reviewing and processing of variations
• Assistance with the delivery of progress reports
• Preparation of reports relating to the BSC Works
• Assist relevant Supervisor in developing, completing and distributing documents

such as works programs, and road condition reports, etc

• Act in a Liaison Officer’s role between Directorate and Finance on administration of

works programs eg account queries, job cost numbers for new works programs

and/or projects;

• Assist supervisors with purchasing requirements including, but not limited to:

requisitions, and purchase orders in line with Boulia Shire Council’s Purchasing

Policy and procedures;

• Assist Depot Foremen with the reporting of Metro Counter Traffic counter readings

and the development of associated statistical data reports;

• Assist Depot Foreman in the preparation of weekly timesheets and plant sheets to

facilitate timely delivery to relevant officers;

• Record all cattle movements at the rodeo grounds with regard to organic cattle and

maintain all licences and requirements associated with organic cattle spelling

facility.

• Assist Work Health and Safety Officer with Drug and Alcohol reporting
• Initiate, compile and ensure accurate and timely submitting of day labour

employees’ timesheets with correct job number allocations;

• Co-ordinate plant and equipment servicing and maintain and update plant service

records in Synergy Soft/ Navman
Position Description: Administration Support Officer, Directorate of Works and Operations Page 4 of 8

Date: 15 April 2024 Version: 1.0

• Carrying out water testing when required
• Preparation and collation of tender documents as required
• Create and distribute documents including word processing, photocopying reports

and documents for Director of Works and Operations and Subsidiary

Managers/Foreman as directed eg. Monthly reports for Council Meetings.

• Preparation of the training room for meetings, training; and the planning,

organising, and facilitating of any other functions as directed.

• Prepare, co-ordinate and distribute information for meetings, including SES and

Disaster Management

• Prepare advertisements and public notices for authorisation and distribution.
• Maintain filing system, manual and electronic.
• Monitoring equipment such as NAVMAN and SPOT Gen 3 (for lone workers) and

distributing associated reports.
- NHVR work diary review -collect and file into council’s electronic document

management system.

• Carry out other works depot and stores operations as instructed by DWO.
• Other such relevant duties as required from time to time which would generally fall

within the scope of this position as directed by Director of Works and Operations and
the Chief Executive Officer.

EXPERIENCE / QUALIFICATIONS / LICENCES

a) Previous Administrative and/or Training Industry experience/s or discipline knowledge
gained through experience, training or education.
b) Formal Qualifications in Administration or lesser formal qualifications with a
combination of experience, expertise and competence sufficient to perform the duties
required at this level.
c) Basic literacy and numeracy skills are applied for maintaining records (e.g. workshop
servicing records, completing timesheets and other relevant documentation).
d) In choosing the right person for this role we will consider what you have done
previously – the knowledge, skills and experience you’ve built, and potential for
development, and your personal qualities.
e) Open “C” Class Driver’s Licence.
f) Construction Industry Safety White Card.
g) Current certification - 10275NAT Course in Workplace Drug Testing – (breath alcohol)
and (oral fluid - saliva) highly regarded.

ACCOUNTABILITY, CONSISTENCY AND TRANSPARENCY

Equal opportunities, fair and open consultation and communication. Accepting responsibility for
our actions.

DUTIES OF WORKERS WHILE AT WORK, A WORKER MUST:

a) Take reasonable care of his or her own health and safety,
b) take reasonable care that his or her acts or omissions do not adversely affect the health
and safety of other persons; and
c) comply, so far as the worker is reasonably able, with any reasonable instruction that is
given by Boulia Shire Council to allow the person to comply with the Work Health and
Safety Act; and
d) co-operate with any reasonable policy or procedure of Boulia Shire Council relating to
health or safety at the workplace that has been notified to workers.