Parks Operations Administrative Analyst

As the Parks Administrative Analyst, you will support the Parks Capital & Development Services team. You will assist in monitoring & tracking capital project information and budget & finances. Primary duties include:

• Assist in monitoring & tracking capital project information, budget & finances.
• First point of contact for creating PeopleSoft requisitions, manage Accounts Payable workflow, request PO changes (closure, extension) and assist capital team with invoice processing, and prepare Progress Certificates for invoice submission by the vendors.
• Maintain Master Project & Project budget records, validate and reconciles the costs against the General Ledger (IMR), Business Objects & PeopleSoft data.
• Manage vendor invoices and ensure accuracy.
• Follow up on discrepancies and have payment processed through accounts payable.
• Analyze the general ledger to complete forecasting of year end budget status.
• Create PeopleSoft requisitions, reconcile purchase orders, and ensure proper workflow through all the stages of the purchase order.
• Book internal and external meetings, prepare agendas, record meeting minutes and coordinate guest speakers / learning opportunities.
• Update & maintain Parks SharePoint site and Online Project Reporting sites.
• Develop & update current tools & templates to ensure compliance & accuracy of processes.
• Generate monthly Capital Project progress update reports for Parks Management & Project Construction updates for the Roads e-map.
• Set up new projects in the Project Reporting Tool (PRT) and the Master Cost Tracker, update project information periodically.
• Provide Parks Asset Reporting and Information System (PARIS) support by generating work orders in Asset Management System (WAM), create sub projects IDs & run PVETs reports, update new Parks infrastructure in PARIS once projects have received Construction Completion Certificate (CCC).
• Use Business Objects to extract reports on the financial & work order types of breakdowns.
• Liaise with Facility Management Project Managers (PMs) working on Parks infrastructure project, liaise with IT/Accounts Payable Workflow (APWF)and Supply to resolve technical and financial issues.
• Create and maintain CCC/Final Acceptance Certificate (FAC) library for all capital projects.

• A completed 1 year certificate in Business Administration with a strong emphasis on financial analysis and reporting and a minimum of 3 years of related experience.
• An intermediate level of proficiency with Microsoft Office (Word and Excel) and working knowledge of PeopleSoft Human Capital Management (HCM) and Finance & Supply Chain Management (FSCM) is required, along with working knowledge of Integrated Recorded Information Management System (iRIMS).
• Experience with Oracle Work Order and WAM and PARIS will be considered assets.
• Well developed communication and interpersonal skills, along with a keen attention to detail, strong organization skills and the ability to multitask.