Organisation: EUROBODALLA SHIRE COUNCIL
Job Title: Engineering Support Officer
Location: Based from Council’s main office in Moruya
Relevant qualifications or willingness to undertake an agreed development program culminating in a Certificate IV Local Government (Planning).
I am willing to undertake and I am enthusiastic about the opportunity to gain a Certificate IV Local Government (Planning) in order to further develop my skill set. As Moruya is my home town I have kept abreast of what is happening in the community and I am aware of the role the Local Government plays in the social, economic and environmental aspects. I have had the opportunity to witness the growth and development in the community and understand that the Local Government has contributed to the commercial success, employment growth and increased recreational and transportation services of the area.
I understand that Eurobodalla Shire Council shows initiative when it comes to managing the environment, rather than a reactive approach. Given the continual positive progression in the region, I am aware that the Council is committed to implementing and supporting conservation, restoration and enhancement to continue offering a community that is liveable, sustainable, productive and collaborative.
I see this is a an opportunity to establish a lifelong career for myself where I can provide superior levels of administrative support and customer service on Development Engineering processes and regulatory matters including subdivision, infrastructure assets and other related approvals processes. Having a keen interest in the strategic plan for Eurobodalla Shire Council, I am excited about the prospect to contribute to the vision of ‘one community’.
High level of interpersonal skills and extensive experience in customer service, both face-to-face and by telephone.
Throughout my career I have developed a high level of interpersonal skills and extensive experience in customer service, both face-to-face and by telephone. This is demonstrated in my current role as Office Manager for A Touch of Paradise Landscaping and Construction. In this role I have built and sustained positive relationships with team members, stakeholders and clients. I have been responsive to changes in client and stakeholder needs and expectations and have consistently involved others in consultations and information sharing processes to keep them well informed of issues.
I have recently provided exceptional customer service to a client after they complained about a supplier providing an inferior service. They had ordered concrete to be poured for a project and the finished product developed cracks. The client was unhappy with this due to possible structural integrity issues and the fact that it did not look aesthetically pleasing. Acting as ambassador for the client, I liaised with the supplier to seek resolution and to ensure the reciprocated needs of my client were being met. I communicated thoroughly with the client throughout the liaison process and with the supplier to keep them informed on the progress of this issue. Due to the non‑responsiveness of the supplier I used my initiative to find an alternative supplier for the client in order to rectify the issue. This ensured the client was happy and able to progress with their project and I was then able to deal with any issues with the supplier separately.
I am confident in my ability to build positive and productive relationships with a variety of people. Throughout my employment history, I have always made an effort to build rapport and develop positive relationships with clients, including suppliers and sales representatives. For example, I always make a conscious attempt to remember the names of clients and suppliers, even if I do not see them regularly. The result of this action is a noticeable increase in repeat business and compliments received by senior management.
My employment experience and common sense have taught me to remain calm and stay professional at all times. I follow procedures accurately, and the result is that I have personally assisted thousands of customers without causing further issues. I am comfortable on the phone and pride myself on being able to investigate answers and get things right the first time
Substantial administrative experience including proficient typing, implementation of information/records systems to allow cataloguing of submitted plans, including accurate data entry and timely management of data, ability to maintain confidentiality.
With over 13 years of experience providing superior levels of administrative services I have developed proficient skills in the areas of typing, and with the use of the Microsoft Office suite of programs. I can type quickly and with minimal errors.
In my role as Office Manager for A Touch of Paradise Landscaping and Construction I have created an updated filing system for accounts payable documents, as well as a filing and numbering system for the management of project paperwork. Before updating the accounts payable system it was very confusing and disorganised due to paperwork being filed by supplier name instead of by month paid per financial year. Understanding that accurate records are vital for planning purposes, meeting legislative requirements, and the efficient operation of the business on a daily basis I undertook the task of reviewing and updating the filing system. The process of this involved redoing the reconciled previous financial year balance sheets and accounts payable sheets so that they correctly balanced with the Australian Taxation Office’s end of financial year reports. By reviewing the records and implementing a more efficient filing system the business finances are now able to satisfy legislative needs, as well as allowing the Director to keep track of how well his business is doing.
Throughout my employment history it has always been imperative that I produce accurate and timely management of data, whether it be for calculating and uploading payroll, compiling weekly project progress reports or effectively manage contract administration documents. I have thorough organisational and time management skills, which mean that I consistently meet documentation and reporting deadlines. My attention to detail, accuracy and informational writing skills are comprehensive and have previously been awarded and identified as outstanding. Aware that client reports are often viewable by a number of stakeholders, I write with utmost sensitivity.
Demonstrated experience in preparing official documentation, including the ability to generate both standard and unique correspondence.
The combination of varied positions I have held throughout my career has provided me with exceptional experience that demonstrates proficiency in this criterion. I have demonstrated experience in preparing official documentation, including the ability to generate both standard and unique correspondence such as purchase orders, project variation letters, training documents and everyday emails.
As Office Manager I am required to prepare official documentation on a daily basis including work method statements and risk assessment reports in accordance with company policies and procedures. Other documents I prepare are company capability statements, formal letters to clients and principal contractors and preparation of accurate quotations, including specific job details. To ensure the efficiency of financial management I designed a progress claim letter spreadsheet for individual clients and projects which included a formal project variation template. Also in this role, I was instrumental in the successful redesign and implementation of the company’s logo for advertising markets in to create an up-to-date and consistent brand to help the company look modern and dynamic.
While employed with Blacklaw Civil Contractors as Senior Administrator I was required to reply to tender requests in nominated formats, prepare Contractor insurance documentation and complete minor work contracts that were compliant with Queensland Building and Construction Commission requirements and included a Formal Instrument of Agreement and Conditions of Contract.
Furthermore, in my role as Project Officer with Victoria Police, I prepared writing system reviews of the in-house online reporting system for submission to the IT Department. I also designed and implemented a document for the Project Division to use that included a standard telephone script for conducting interviews with clients about their project submissions to more effectively manage online project reporting requirements. This ensured that all information collected for referral back to the Director was cohesive.
Demonstrated high level organisational skills and ability to work effectively in a busy workplace with demonstrated ability to meet deadlines.
Having worked in administrative roles for over 13 years, I have superior capabilities in multi‑tasking several valuable functions with ease, including conducting extensive research and remaining highly organised in order to meet deadlines. I consistently exercise independent judgement and work effectively autonomously, prioritising my work to remain in line with strict regulations, desired outcomes and organisational values.
My vast expertise in performing multifaceted functions and completing complex tasks goes beyond the norm of usual administrative assistance. Having designed work method policies, created necessary new documents and templates and reported essential data, I play an essential role in directing smooth operations and service delivery and I am well versed in using my initiative and acting rapidly to meet strict time frames.
As Project Officer with Victoria Police I would analyse over 35 submitted proposals per month, scrutinise and categorise project priorities in regard to whether the project was divisional or organisational, all the while ensuring appropriate and accurate responses to requests for information and balancing competing high-priority demands. Each proposal submitted had a set time frame in which to complete the stated project deliverable so it was imperative that all relevant documentation was forwarded to the Corporate Committee for submission on time. As a result of my ability to meet these strict deadlines I contributed to the project proposal’s success of being approved and meeting the set project timeframes.
My current role as Office Manager sees me working in a busy workplace with six other employees, as well as managing and liaising with many construction crew teams. I effectively develop project plans and proposals for work whilst consistently adhering to strict project timeframes using a highly flexible approach. I have demonstrated the ability to work on multiple tasks simultaneously while handling frequent interruptions together with completing deadlines and changing work priorities.
Dedicated to ongoing continuous improvement, I believe it is important to challenge procedures and ways of working on a regular basis to determine if there is an improved, more efficient way of performing tasks, maximising organisation and productivity. It is by way of this ongoing assessment that the quality of the service I deliver and the quality of work I prepare adheres to strict deadlines and is of the highest standard achievable.
Ability to work harmoniously as part of a team.
Supporting productive working relationships, I thrive in a team setting adapting to different environments, handling customer complaints, escalated issues, team projects, paperwork and peak customer times. Keen to assist others, I am prepared to work overtime or complete additional tasks to help team members or management with additional or extra duties. I have been instrumental in contributing to exceptional teams working with a track history of cultivating relationships and removing obstacls to build trust and generate and enhance productivity while achieving improved workplace communication and team relationships.
I am experienced in working as part of a team where we assist each other to manage our workloads while achieving the goals of the department and the company. In my role with Victoria Police, I worked collaboratively with a team of 40 staff from the Corporate Strategy and Performance Department. It was important to liaise closely with each division in order to coordinate and monitor corporate and divisional projects on time. In instances where a colleague was running behind with meeting a set deadline, I would step in to lend a hand to ensure the set deliverables were achieved and deadlines were adhered to.
In my role with A Touch of Paradise Landscaping and Construction I am often required to step away from my administrative duties to assist with working with a team that is carrying out landscaping projects. This often involves liaising with the client to determine the scope of work and effectively communicating these needs to the team carrying out the work. I contribute by planning out the daily work activities and monitoring the work being done. To ensure completion of a project on time I have even been known to carry out manual labour tasks.
I believe effective teamwork is essential to a company meeting its strategic goals, as team members can contribute differently by offering complementary background skills, knowledge and experience. I like to encourage others to participate in teamwork and understand by demonstrating my commitment to the team it helps to develop trust within the team. Successful teamwork leads to opportunities to learn new skills and knowledge from other people and contributes to a more productive work environment where both individual and team objectives are better achieved.
Sound computer skills with specific expertise in GIS, MS office applications (Word, Excel, Access, PowerPoint) and the ability to quickly become familiar with Council specific computer applications.
My skills in this area are well-developed as my experience in an administrative capacity includes support to staff at a senior level. Throughout my work history I have been required to utilise the range of Microsoft Office software in the provision of high quality administrative assistance. This includes the presentation of information in a variety of formats, including report writing, database management, reviews of statistical information, electronic calendar management and the full complement of executive level administrative support.
In my current role as Office Manager with A Touch of Paradise Landscaping and Construction I am required to use Microsoft Office programs on a daily basis and I am highly proficient in this regard. Some of my duties include, the provision of administrative support to a team of six staff members. On a daily basis, I update Access databases and Excel spreadsheets in addition to writing various correspondence on behalf of the Director using Word. My responsibilities include the management of all project documentation, communicating changes to staff and project managers and assisting the Director with document and policy formatting. My responsibilities also include the compilation of marketing material, including providing copy to local newspapers and directories. In addition, I successfully manage appointments and schedule meetings for the Director utilising calendars in Microsoft Outlook.
While employed as Project Officer with Victoria Police I would often utilise Microsoft PowerPoint to present my research and information to the Senior Management team and the Corporate Committee during monthly meetings to discuss the progress of proposal sand current projects.
While I do not have direct experience with the operation of a Geographic Information System (GIS) or Council specific computer applications, I do have the capacity to acquire knowledge and skills in this area and am prepared to undertake any training necessary to quickly become familiar with these applications.
Sound numeracy skills.
Working with financial documents throughout my employment history has developed my numeracy skills to a high level. When dealing with clients’ financial documentation and information, it has been vital to be accurate and take great care with attention to detail.
I regularly deal with the financial accounts for the busy office of A Touch of Paradise Landscaping and Construction, which involves accurate input of financial data into our computer system. I am also required to communicate with clients via letters and emails in regards to their accounts. It is important that these communications are constructed in the correct manner, both for customer understanding and compliance with the taxation regulations. I occasionally undertake cash handling tasks with the expectation of zero cash errors.
I have developed an exceptional understanding and practice of numeracy during my employment history through working on the following tasks
- Identifying overcharges on creditor invoices whilst processing / matching to dockets and quotes
- Calculating square metre and cubed metre areas for material supply for jobs and quotation requests
- Generating and calculating financial percentages of progress claims for projects
- Calculating credit requests on unit charges for materials
- Balancing of monthly and weekly creditor accounts
- Bank reconciliations
- BAS
Class C Driver’s licence.
I hold a current C Class driver’s licence and have had a clean driving record for the past twenty years.
Knowledge of, or the ability to quickly gain knowledge of, Council’s WHS Policy and procedures
In all of my previous employment roles I have quickly and efficiently gained knowledge of the relevant Workplace Health and Safety (WHS) policy and procedures and adhered to them in my day-to-day performance. I am committed to WHS policies and principles for myself and my colleagues. In my current workplace, adherence to WHS is essential, and all employees are encouraged to participate in the identification of risks, hazards and improvements. I have an understanding of the policies, and familiarise myself with the information that is available on the company’s intranet, and how my actions may affect the safety of others.
I am proactive in the workplace, and can give a particular example when a crew member was not adhering to safe practices and was almost run over by machinery in operation. I immediately shut the job down and took action in regard to accident prevention by facilitating discussions and enforcing crew members to undergo site safety awareness training. I must always ensure that the crew have the relevant qualifications and competencies that are relevant to each project and in my role as Office Manager I am required to write work method statements and conduct risk assessments to ensure all project work is compliant with the principal contractor’s policies and procedures and adheres to WHS standards. I am committed to making my work environment and that of our contractors, is one that is safe, respectful and free from discrimination or exclusion.
Consideration must also be given to individual projects to take in to account site safety plans, principal contractor’s safety rules, environmental management plans, plant equipment suitability and updated material safety data sheets. Until all of these requirements are met, a project is unable to commence.
During my research of this position I have accessed Eurobodalla Shire Council’s WHS Policy document and have made myself familiar with it. I am prepared to adhere by the goal to continually improve work systems that ensure the health and safety of personnel, contractors, volunteers and the community whilst maintaining the competitiveness and long-term employment prospects of the workforce.
Knowledge of Local Government functions, policies and procedures (desirable).
In current and former positions, I have demonstrated my ability to quickly learn and apply relevant policies, practices and procedures. Similarly, I am confident that I can rapidly acquire knowledge of local government policies, practices and procedures used in the position of Engineering Support Officer.
Recent research on Local Government functions has provided me with information that under the Local Government Act 1989, the function of local government is very broad. Section 1 of the Act and Section 3A of the Act state, that local government’s purpose is ‘…the peace, order and good governance…’ of their municipal district. I understand that in practice, this means that individual councils can determine what they need to do to ensure ‘…the peace, order and good governance…’ of their municipalities and essentially each council makes its own decisions based on its collective beliefs, the advice it receives, various financial considerations and legislative powers.
From researching the internet I am now aware that local governments must adhere to practices and procedures with the running of meetings in accordance with the Local Government Act 1993, the Local Government (General) Regulation 2005, the Model Code of Conduct for Local Councils in NSW and the Guidelines for the Model Code of Conduct for Local Councils in NSW, as well as the relevant Council’s adopted Code of Meeting Practice. While I have no direct experience in these areas, I am eager to gain further knowledge of local government practices and procedures to effectively undertake, coordinate, manage and contribute to the delivery of key strategic planning projects within agreed time frames and budgets. I am aware that Eurobodalla Shire Council’s policies and codes of practice are readily available on the Council website.
While working as a Project Officer I was required to stringently adhere to Victoria Police’s practices and procedures when undertaking my duties. I had to ensure that I followed the correct chain of command when communicating issues and providing reports in order to accurately maintain the flow of documents. Confidentiality when reviewing and discussing project content was also imperative due to the sensitive nature of proposals.
I demonstrate my ability to quickly acquire the knowledge of a company’s practices and procedures throughout all of my work history and am confident that I will do the same with Local Government functions, policies and procedures.
Previous experience in an engineering / drafting environment (desirable).
As Office Manager for A Touch of Paradise Landscaping and Construction I have demonstrated similar experience with working in an engineering / drafting environment. While working on projects I am required to liaise with subcontractors and suppliers in order to obtain formal quotations for tender submissions. This involves examining the material and plant schedules in project plans in order to assist with the calculation of required material quantities. I often engage with architects, engineers and contractors to seek further clarifications on submitted plans.
Due to the nature of my work I have an understanding of pre-construction processes including environmental considerations, consultation processes and liaison with public utility companies.
I am prepared to undertake any necessary training and study in this area that would be of benefit to undertaking the role of Engineering Support Officer for Eurobodalla Shire Council.
