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Senior Project Manager, Compliance – Administration
Posted 2 weeks ago
About the role
- Senior Project Manager overseeing compliance and administration within the City of Hamilton's Public Works. Managing risk, legal, and operational functions with a focus on quality and effectiveness.
Responsibilities
- Reporting to the Manager of Business Initiatives this position is responsible for functional and administrative supervision of staff supporting risk, legal, compliance, and operational administration functions within the Transportation Division.
- The role provides oversight of District Investigators and manages divisional responses related to claims, legal inquiries, and freedom of information (FOI) requests.
- This highly motivated individual provides cross-sectional support and ensures effective coordination of internal processes, documentation, and performance monitoring.
- Accountable for achieving departmental, divisional, and sectional goals and performance metrics through the effective use of resources.
- Recommends and implements strategies to continually improve risk mitigation, process integrity, and administrative effectiveness.
- Sets high standards for operational support and leads by example.
- Provides functional and administrative supervision of District Investigators, including performance oversight, workload planning, and operational support.
- Oversees consistency of data collection, documentation, and reporting practices among District Investigators to ensure integrity and usability of divisional records and support legal processes.
- Coordinates all risk management and legal matters for the division, ensuring timely investigation of incidents and collection of all required documentation in support of claims and litigation files.
- Leads the divisional coordination of FOI requests, ensuring accurate and timely response in compliance with legislation and City procedures.
- Liaises with the City's Freedom of Information Coordinator and Legal Services to ensure responses are thorough, accurate, and within legislated timelines.
- Coordinates with internal partners (e.g., Risk, Legal, Clerks, IT) to ensure continuous improvement of claims handling, investigation workflows, and FOI response processes.
- Oversees divisional processes related to the management of incident records, evidence, and correspondence with Risk Management, Legal Services, and other internal stakeholders.
- Analyzes incident trends and supports proactive risk mitigation strategies in consultation with Risk Management and Legal Services.
- Conducts operational reviews, continuous improvement projects, and feasibility studies in consultation with the Manager.
- Assists with the preparation and monitoring of the Division's capital and operating budgets, including year-end forecasts, exception reports, and identification of operating impacts.
- Prepares and maintains divisional standard operating procedures related to investigations, incident response, documentation, and administrative protocols.
- Conducts regular review of all applicable laws, regulations, policies, and procedures to ensure ongoing compliance of Section.
- Prepares reports and presentations on activities and results relating to the Division's compliance; includes metric development, dashboards, and analysis.
- Provides leadership and direction to staff within the workgroup, encourages team members to strive for continuous improvement through regular reviews of goals and objectives.
- Represent the section in labour relations matters, including grievance discussions and participation in labour management meetings.
- Works in accordance with and ensures that staff work in accordance with the provisions of applicable Health and Safety legislation and all City of Hamilton corporate and departmental policies and procedures related to Occupational Health and Safety.
- Participates on corporate committees or project teams as required.
- Performs other duties as assigned which are directly related to the responsibilities of the position.
Requirements
- Proven experience and knowledge in business administration, legal coordination, and operational support functions
- Normally acquired by obtaining a degree in Business Administration, legal studies or a relevant discipline with related supervisory experience in a unionized environment or a combination of equivalent education and relevant work experience
- Proven experience and knowledge in the use and operation of project management software
- Demonstrated ability to analyze, interpret and report on service level and financial information
- Proven experience and knowledge in providing quality compliance utilizing best practices in legal coordination, risk management, and administration support
- Proven knowledge of the Occupational Health and Safety Act and Regulations
- Demonstrated key supervisory attributes including effective leadership, coaching, team building, interpersonal, communication, presentation, confidentiality, organizational, project management, conflict resolution and time management skills as well as a commitment to promote and support team accomplishments within the Division
- Demonstrated knowledge and understanding of the use of the 'business case' in making management decisions and previous experience in developing policies and procedures
- Demonstrated ability to effectively manage staff in a results oriented and predominantly unionized environment
- Demonstrated experience overseeing field investigations, claims processing, FOI coordination, or similar risk-related functions in a public sector environment
- Thorough understanding of collective agreements, grievance procedures, mediation, dispute resolution, attendance support and management and maintenance management
- Possesses a demonstrated record of leadership and guidance, customer focus, innovation/creativity, team advocacy, staff delegation, empowerment and staff development and is results oriented
- Possesses a high level of personal integrity and is an excellent communicator
- Ability to deal effectively with elected officials, management, peers, staff, suppliers, internal and external clients and the general public
- Thorough knowledge and understanding of corporate policies affecting the department/section and previous experience or a solid understanding of the Transportation Division's programs and services would be an asset
- Excellent knowledge of Microsoft Office programs (Microsoft Outlook, Word, Excel, Powerpoint and Access software)
- Knowledge of computer systems and technology related to public works operations and maintenance
- Valid Ontario Class 'G' drivers' licence and access to a personal vehicle.
Benefits
- Health and Safety policies and practices
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