Production Assistant at Region of Waterloo

About Us!

The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Waterloo Region is part of the Dish with One Spoon wampum, a treaty guiding our commitment to:

• Taking only what we need
• Leaving some for others
• Keeping the dish clean

This agreement underpins our vision, mission, and core value, and reinforces our dedication to meaningful reconciliation and equity.

Waterloo Region is home to over 674,000 residents and expected to grow to nearly one million by 2051. Guided by our 2023-2027 Strategic Plan, “Growing with Care,” we prioritize homes for all, climate aligned growth, equitable services and opportunities and a resilient and future ready organization. Our mission is to provide essential services that enhance the quality of life for all residents, while our core value emphasizes caring for people and the land we share. Join us and be part of a team dedicated to making a meaningful difference in our community.

The Role

Provides production support for hard copy and electronic publishing for internal and external customers. Coordinates the production tracking system and maintains data. Coordinates the use of external service providers for overflow and finishing work. Provides various administrative services.

Duties/Responsibilities

• Coordinates the production tracking system, including receiving, reviewing, and releasing print jobs. Ensures jobs are logged and distributes requisitions. Forecasts potential machine overbooking and turnaround times. Discusses pre-press/pre-production work with the team, considering timeframes, costs, and machine availability.
• Reviews requisition details including changes that impact estimated costs. Follows up with customers to clarify instructions and confirm details. Assists customers to complete requisitions. Assists in determining methods, materials, and use of external service providers as required.
• Coordinates and arranges for jobs to be completed by external service providers, negotiates costs as needed, and monitors quality of work and deadlines. Provides cost estimates to management for finishing work sent to external printers.
• Operates printers to produce hard copy materials. Archives jobs. Performs colour calibrations as required to ensure colour reproduction. Performs minor servicing on colour equipment as required and/or requested by vendor.
• Maintains and updates costing information. Reviews calculations on completed requisitions to ensure all work is invoiced. Matches external service provider invoices to requisitions for payment. Forwards to Finance for billing. Responds to customers regarding billing information. Resolves issues with Finance.
• Records monthly statistics and forwards to supervisor.
• Maintains petty cash fund of $100-$300.
• Monitors and orders stock within spending limit.
• Performs related duties as assigned.
• Backs up Publishing Technicians, Program Assistant, and Customer Service Coordinator as needed or directed.

Knowledge, Skills, and Abilities

• Knowledge and skills are acquired through a 1-year community college education and on-the-job training plus 2 years of experience operating equipment and preparing layouts and artwork.
• Knowledge and skill in print shop procedures, copy duplicating and finishing, and basic knowledge of graphic arts.
• Knowledge of the Region’s graphics standards.
• Ability to handle caucus, confidential, and sensitive material with confidentiality and discretion.
• Ability to complete requisition forms, calculate costs, and maintain job status details.
• Communication and customer service skills discuss details with customers and participate as an effective team member.
• Ability to understand equipment manuals.
• Computer skills using software such as Microsoft Office.
• Ability to support and demonstrate the Region’s values.

Region of Waterloo is committed to building a workforce through fair, equitable, and accessible hiring practices that allow us to hire qualified staff who reflect the diversity of the community we serve and to promote a respectful, inclusive, and equitable workplace.

We invite all interested individuals to apply and actively encourage applications from members of groups with historical and/or current barriers to equity, including, but not limited to:

• First Nations, Métis and Inuit peoples, and all other Indigenous peoples;
• members of groups that commonly experience discrimination due to race, ancestry, religion and/or spiritual beliefs, or place of origin;
• persons with visible and/or invisible (physical and/or mental) disabilities;
• persons who identify as women; and persons of marginalized sexual orientations, gender identities, and gender expressions

For questions or to request accommodations during your recruitment, onboarding or employment, please contact [email protected], or by calling our Service First Contact Centre at phone number (519) 575-4400.

Use of Artificial Intelligence in the Hiring Process: Region of Waterloo may use artificial intelligence (AI) tools to enhance efficiency during the recruitment process. However, applications will also be reviewed by a member of our Talent Acquisition team to ensure a fair and thorough assessment. AI does not make final hiring decisions.

Please note: candidates will be provided an update on their application. Please check your spam or junk folder occasionally as some candidates have noticed our emails in those folders (Gmail and Hotmail in particular).