Clerk C - Administrative Assistant

City of Winnipeg; Winnipeg; On-site; CAD 57,000 - 61,000; Full time

Job summary

The City of Winnipeg is seeking a Clerk C - Administrative Assistant in the Community Services department to provide broad administrative and secretarial support to the Manager and division team.

Responsibilities include organizing workflow, records management, calendar scheduling, meeting minutes, and coordinating responses to inquiries, while supporting divisional projects and ensuring efficient operations at 395 Main Street.

Qualifications

• High school graduation with business/office training or equivalent.
• Post-secondary diploma/degree would be an asset.
• Ability to set priorities and meet deadlines with minimal supervision.
• Strong interpersonal and oral communication skills.
• Ability to work collaboratively in a team.
• Excellent written communication skills.
• Experience in note taking and preparing reports/minutes/letters.
• Ability to work under pressure and meet tight deadlines.
• Discretion handling confidential matters.
• Proficiency in Microsoft Office; Visio an asset.
• Experience with calendar management; PeopleSoft/Active Net/KANA knowledge.
• Experience in records management and electronic workflow tracking.
• Knowledge of civic operations and municipal processes.
• Foreign credentials require Canadian assessment when applicable.

Responsibilities

• Develop, operate, and maintain divisional tracking systems.
• Manage deadline control for division issues.
• Organize and archive the Manager's files (electronic and hard copy).
• Provide reception duties and handle inquiries.
• Distribute 311 service requests to recipients.
• Provide day-to-day admin support (copying, filing, etc.).
• Arrange meetings and prepare minutes.
• Develop/maintain a system of current issues and tracking.
• Research and prepare reports/responses to routine or confidential requests.
• Review/improve policies and procedures related to division tasks.
• Assist with divisional project initiatives and other coordinators.
• Perform related duties as assigned.

Skills

Prioritization

Deadline management

Organization

Interpersonal communication

Teamwork

Education

High school diploma (Grade 12 or GED)

Post-secondary education asset

Tools

Microsoft Office

Excel

Word

PowerPoint

SharePoint

Visio

PeopleSoft

KANA

Active Net

Job description

Recruitment Details

Clerk C - Administrative Assistant

Department: Community Services

Designated Work Location: 395 Main Street

Position Type: Permanent, Full-time

Hours of Work: 8:30 a.m. to 4:30 p.m., Monday to Friday (35 hours per week)

Salary: $2,175.74 to $2,351.98bi-weekly as per the Clerk C Classification within the C.U.P.E. Collective Agreement

Employee Group: C.U.P.E.

Posting No.: 127425

Closing Date: October 7, 2026

Providing a wide range of services to over half of all Manitobans, The City of Winnipeg is one of the largest employers in Manitoba. We provide a comprehensive range of benefits and career opportunities to our employees. These include competitive salaries, employer-paid benefits, dental and vision care, pension plans, and maternity/parental leave programs. Additionally, we offer education, training, and staff development opportunities to ensure that our employees are equipped with the necessary skills to advance in their careers.

Our Benefits web page provides detailed information about the benefits we offer, and we encourage you to visit it for further information at City of Winnipeg Benefits . We take pride in fostering a , diverse , safe, and healthy workplace where our employees can thrive and achieve their full potential.

Flexible work arrangements, which may include flexible hours, remote work, or a hybrid of remote work may be available; subject to review and approval. Please note that Employees who are approved to work remotely are responsible for and must demonstrate that they are available to return to their Designated Work Location and/or other work location to attend meetings or attend other tasks that occur in person.

The City is committed to attracting and retaining a diverse, skilled workforce that is representative and reflective of the community we serve. Applications are encouraged from equity groups that have been and continue to be underrepresented at the City; Indigenous Peoples, Women, Racialized Peoples, Persons with Disabilities, 2SLGBTQQIA+ Peoples and Newcomers are encouraged to self-declare.

For the purpose of this recruitment, Equity may be a factor in selection.

In accordance with the applicable collective agreement(s), recruitment and promotion provisions will be considered prior to applying equity strategies. Where permitted, preference will be given to qualified applicants who self-identify as members of the equity group(s) listed above.

For the purpose of this recruitment, Equity may be a factor in selection. Consideration will be given to Indigenous Peoples, Persons with Disabilities and Newcomers. listed above.

Requests for Reasonable Accommodation will be accepted during the hiring process.

Preference to internal applicants may be applied.

Job Profile

Under the general direction of the Manager of Recreation Services, the Clerk C Administrative Assistant provides a broad range of administrative and secretarial support services for the Manager and the Division Administrative Team.

The Administrative Assistant is responsible for organizing work flow, records management including note taking, establishing and maintaining effective and efficient systems for reports, correspondence, and issues tracking; divisional priority identification and deadline control; scheduling of meetings and appointments, screening and referral of incoming inquiries and requests, information gathering and compilation and preparation of divisional correspondence, drafting of standard reports. The Administrative Assistant participates in the Division Team meetings recording minutes. The Administrative Assistant uses considerable initiative, discretion and judgment in undertaking the duties and responsibilities of this position.

As The Clerk C - Administrative Assistant You Will

• Responsible for the development, daily operation, and maintenance of Divisional tracking systems.


• Provides / manages deadline control for issues relating to the Division.


• Responsible for the organization, maintenance and archiving of the Manager's electronic and hard copy files.


• Provides reception duties and receives, screens, forwards and/or responds to incoming requests and routine inquiries.


• Manages and distributes 311 service requests to appropriate recipients to support timely responses.


• Provides basic day-to-day administrative support duties as required (i.e., photocopying; materials, equipment, and supply renewal; faxing; printing; filing; mail; etc.)


• Arranges appointments and attends meetings and prepares minutes as requested.


• Develops and maintains a system of current issues being dealt with by the Division and Department.


• Researches and compiles information and prepares reports and responses to various requests, both of a routine and confidential nature.


• Reviews and / or initiates improvements to policies and procedures where appropriate, as related to issues under the jurisdiction of the Manager.


• Assists with divisional project initiatives.


• Assists other divisional Coordinators as required.


• Performs other related duties consistent with the classification, as assigned.

Your Education And Qualifications Include

• High school graduation (Grade 12 or G.E.D.) supplemented with formalized training in business and office procedures, or an equivalent combination of education and experience. A post-secondary education such as a diploma or degree (University, College or Business College program) would be an asset.


• Demonstrated ability to set priorities, meet/manage deadlines, organize and undertake assigned responsibilities and special projects with minimal supervision and direction.


• Demonstrated strong interpersonal and oral communication skills and ability to deal with all public/staff at all levels in a courteous manner.


• Demonstrated ability to work collaboratively in a team atmosphere and maintain effective working relationships with fellow employees.


• Effective written communication skills with the ability to present information in a clear and concise manner using correct grammar and punctuation.


• Experience in note taking and preparing reports, meeting minutes, memos and letters.


• Demonstrated ability to work under pressure and to meet and manage tight deadlines.


• Demonstrated ability to deal discreetly with highly confidential matters.


• Proficiency (Advanced) in Microsoft Office (Excel, Word, PowerPoint and SharePoint).


• Proficiency in Visio would be an asset. Able to obtain appropriate training and education within 3 to 6 months.


• Experience in managing electronic calendars/schedules.


• Working knowledge of the PeopleSoft Financial module and Active Net (or ability to attain within 3 months).


• Working knowledge of the 311 case management system KANA (or ability to attain within 2 months).


• Experience in records management.


• Demonstrated experience to develop, implement, organize, and maintain electronic workflow, deadline control, and tracking systems.


• Good working knowledge of the operations and responsibilities of Civic departments, as well as the municipal political process.


• IMPORTANT: Applicants who have been educated outside of Canada must have education which is comparable to the minimum qualification in Canada. Applicants submitting foreign credentials require an official academic assessment report issued by a recognized Canadian assessment service https://www.canalliance.org/en/ at application.

Conditions Of Employment

• The successful applicant must maintain legal eligibility to work in Canada. If the successful applicant possesses a work permit, it is their responsibility to ensure the permit remains valid.


• A Police Information Check (Vulnerable Sector) satisfactory to the employer will be required from the successful candidate(s), at their expense. To obtain Police Information Check information please visit www.winnipeg.ca/police.

Position Reports To: Manager of Recreation Services

Only candidates selected for interviews will be contacted.