Administrative Support Clerk

1 week ago

Inuvik, Canada Government of Northwest Territories Full time

This job opening is limited to residents living within25kilometresof Inuvik, NT.

Department Information

The Department of Infrastructure (INF) provides high quality services to the public and Government of the Northwest Territories' (GNWT) departments, boards and agencies including the planning, design, construction, acquisition, operation and maintenance of public transportation infrastructure and the buildings, works and equipment required for the GNWT to deliver its programs and services. INF makes essential petroleum products available for sale to the public where these products are not provided by the private sector, and promotes the development and increased use of energy efficient technologies. INF also regulates electrical and mechanical safety services and licenses individuals and vehicles operating in the territory.

You will report to the Facilities Manager, the position completes a wide variety of administrative work for the Facilities Manager, Maintenance Management Officer, Regional Property Management Officer and Maintenance Coordinators. The position also provides occasional administrative support to twenty-one maintenance staff in Inuvik and the outlying communities. The position has signing authority of $5,000.

RESPONSIBILITIES

Provides administrative support to the Facilities Manager, Maintenance Management Officer, Regional Property Management Officer and Maintenance Coordinator as required.

  • Data enters invoices into the government maintenance management system to ensure that all costs associated with maintaining government buildings are accurately recorded.
  • Produces reports to allow for chargeback of maintenance services to boards and agencies.
  • Assist clients in creating demand work orders for new maintenance requests.
  • Distributes scheduled preventative maintenance work orders to staff.
  • Data enters all maintenance related invoices to the appropriate work order.
  • Sets up meetings, attends meeting and takes minutes/ notes for the Facilities Manager.
  • Provides limited receptionist services to visitors, answers telephones and redirects callers during employee absences.
  • Maintains a variety of spreadsheets, databases and other information, both electronic and paper-based, for management tracking and reporting purposes.
  • Assists the Facility Manager, Maintenance Management officer and Property Management Officer with month-end reporting.

KNOWLEDGE, SKILLS AND ABILITIES

  • Knowledge and the ability to use computers and software programs including MS Office Suite programs;
  • Knowledge and proficiency in a general office environment.
  • Knowledge of the records classification systems and records management issues;
  • Ability to work effectively with client departmental representatives and with various contractors in the region
  • Strong organizational skills are required to maintain accurate maintenance and records systems.

Typically, the above qualifications would be attained by:

One year of data entry experience and one year experience working with extensive filing systems. Experience in using word processing, spreadsheets and database programs is also required.

GNWT Inquiries

Inquiries Only:

Inuvik HR Client Service Centre
Department of Finance
Government of the Northwest Territories
1st FLOOR ALEX MOSES GREENLAND BUILDING
BOX 1869
INUVIK, NT X0E 0T0
Tel Ext 15644
Fax

Note: If you do not receive electronic notification confirming receipt of your application, please follow up via telephone.

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