Administrative Clerk (Full-Time)

Thunder Bay; Northwestern Ontario; Sur place; CAD 45 000 - 61 000; Plein temps

Résumé du poste

City of Thunder Bay is seeking an organized administrative professional to support the Deputy City Clerk by processing accounts payable and receivable, handling claims, and performing receptionist duties. You will also commission documents, issue licences, collect fees, and assist with elections-related tasks.

The role requires a secondary school diploma and at least two years of office experience, plus strong communication, data entry, and customer service skills.

Qualifications

• Must have strong written and oral communication skills.
• Basic word processing and spreadsheet software skills; data entry experience.
• Excellent customer service skills and tact when dealing with the public.

Responsabilités

• Verifies charges and processes all accounts payables and receivables for the Division.
• Processes claim letters and provides clerical support including typing and formatting documents.
• Collects fees, balances deposits, and maintains petty cash.
• Handles permit applications under the Liquor Licence Act.
• Provides receptionist duties, answers calls, and directs visitors.
• Acts as a commissioner for affidavits.
• Performs duties of Deputy Division Registrar when required.
• Offers back-up relief to other clerical staff.
• Supports election tabulation procedures.

Connaissances

Written & oral communication

Word processing

Spreadsheet

Data entry

Customer service

Formation

Secondary school graduation

Two years related office experience

Equivalent education/experience

Description du poste

POSITION SUMMARY:

Under the general supervision of the Deputy City Clerk, supports the Office through monitoring and processing accounts payables and receivables, processing claim letters and performing receptionist and clerical duties, commissioning documents, and issuing licences and collecting fees.

MAJOR RESPONSIBILITIES:

• Verifies charges and processes all accounts payables and receivables for the Division.
• Processes claim letters and performs other clerical services for the Division, including but not limited to, typing and formatting a variety of correspondence, forms, and advertisements, and providing clerical assistance to the Deputy City Clerk, as required.
• Collects fees, processes and balances daily and weekly deposits, and maintains petty cash fund and processes reimbursement requests.
• Processes and coordinates applications for permits required under the Liquor Licence Act and its regulations.
• Performs customer service duties, including answering telephone, schedule appointments, and counter inquiries related to vital statistics, marriages, Council, and general inquiries; directs visitors and callers to appropriate personnel or takes messages, as required.
• Monitors and maintains office supplies inventory and prepares printing and graphics forms.
• Orders meals and refreshments for meetings; books meeting rooms.
• Acts as a commissioner for taking affidavits.
• Performs the duties of Deputy Division Registrar, as required; issues burial permits and marriage licences; collects applicable licence fees.
• Provides back-up relief to the Council Support Clerk and the Lottery Licence Officer as required.
• Participates in the administrative process and election tabulation procedures of Municipal and District school boards elections.
• Performs such other related duties as may be assigned.

QUALIFICATIONS:

Education/Experience:

• Secondary school graduation; and
• Two years’ related office experience; or
• Equivalent combination of education and experience

Skills/Abilities:

• Demonstrated skill in both written and oral communication is essential
• Must be at a basic skill level in word processing and spreadsheet software and must possess basic on-line data entry skills
• Must possess excellent customer service skills together with the ability to be courteous and tactful in dealing with the public

CONDITIONS OF EMPLOYMENT:

• Must undergo a successful Criminal Record and Judicial Matters Check (CRJMC)
• Must take the Oath of Secrecy

General Information:

As an equal opportunity employer, the City of Thunder Bay encourages applications from Indigenous peoples, persons with disabilities, members of visible minority groups, women and members of the 2SLGBTQ+ community.

ONTARIO HUMAN RIGHTS CODE:

It is a contravention of the Human Rights Code of Ontario to discriminate on the basis of: race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, marital status, family status, disability, age, record of offences, gender identity or gender expression. Therefore, a resume submitted to the City must not include references to any of the above characteristics. Do not include:

• Photos
• Any certificates that have photo identification
• Driver’s licences
• Police records checks

Note: The above documentation will be requested by the Human Resources Division should you be the successful applicant. If a Criminal Record Check is required, it will be requested by Human Resources should you be the successful applicant. Please do not submit your Criminal Record Check with your application.

ACCOMMODATION:

Reasonable accommodations are available upon request for all parts of the recruitment process.

PRIVACY:

Personal information on this form is collected under the authority of the Municipal Act, c. 302, as amended, and will be used to determine eligibility for employment. Questions about this collection of personal information should be directed to the Human Resources Division, 125 Syndicate Ave Suite 42, Thunder Bay, Ontario, P7E 6H8, Telephone: [phone]

About the City:

The City of Thunder Bay providesexceptional quality of life to those wholive, work, and play in Thunder Bay–a culturally vibrant, economically diverse community with a metro population of over 120,000. Located on the north shore of Lake Superior, under the protective watch of the Sleeping Giant, Thunder Bay isrich in people and resources, and connects Northwestern Ontario to the world. We value ourhigh quality of lifeand promote a clean, green, beautiful, and healthy community that provides economic opportunity, respects diversity, and provides affordable and safe neighbourhoods that are accessible to all.

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