Office Clerk

Company Biography
The County of Lambton is an urban-rural area in southwestern Ontario that is home to over 126,000 residents.

The Corporation's seven divisions operate programs and services for the residents of Lambton County such as land ambulance, provincial offences court, three Long-Term Care Homes, 25 library branches, two museums, an art gallery, archives, local roadways, public health services, housing services, social services, building services and planning and development services.

Lambton County is a community dedicated to economic growth, environmental stewardship and an enhanced quality of life through the provision of responsive and efficient services and collaborative efforts with its municipal and community partners.

Position Overview

The Office Clerk provides administrative and clerical support to the Cultural Services Division including duties related to accounts payable, accounts receivable and record keeping, amongst others.

The Office Clerk is responsible for delivering a library service that meets the strategic direction set forth by senior management and Lambton County Council.

Responsibilities:

Financial Duties:

• Prepare invoices for payment including the assignment of account codes, securing authorization, data entry, etc.
• Prepare purchase orders for operating and capital expenses
• Record revenue received from the division
• Process notices for lost materials
• Issue overdue notices and work with patrons to settle overdue accounts
• Prepare bank deposits

Administrative Duties:

• Monitor and place maintenance calls for photocopiers, fax machines, postage machines
• Act as a receptionist for incoming calls to Library Headquarters
• Maintain inventory
• Place orders for office supplies, furnishings, material collections
• Maintain necessary corporate files in accordance with the County of Lambton's Records Retention Bylaw
• Perform photocopying, sorting and distribution
• Compose letters and memos as required
• Maintain divisional and departmental resources such as manuals, procedures, lists, etc. and distribute items when necessary
• Accept room booking requests

Technology:

• Ensure the effective use of the corporation's financial systems such as iCity, Maximo, ILS, and other software as required.

Customer Service / Communication Responsibilities:

• Represent the library and / or division effectively in the community and respond to general inquiries
• Interact pleasantly and courteously with the public, community partners and staff, promoting a harmonious workplace
• Demonstrate effective oral and verbal communication skills

Other Job Tasks / Responsibilities:

• Deal directly with vendors where required

General:

• Incumbents must keep uptodate on all relevant legislation, collective bargaining agreements, County Policies and Procedures, etc. ensuring that these are implemented as prescribed
• Incumbents must possess the physical ability to meet the duties and responsibilities of the job description and/or the requirements identified within the position's Physical Demands Analysis

These describe the general nature and level of work being performed by incumbents in this classification. They are not an exhaustive list of all job duties in the classification. Other duties may be assigned.

Supervision Requirements

Direct Supervision:
None

Indirect Supervision:
None

Functional Authority:
None

Qualifications:

Minimum Formal Education

• Twoyear College diploma in Business Administration or Accounting

Experience

• Minimum six months' experience working in an office environment
• Interpersonal, communication, and customer service skills
• Computer experience including Microsoft Office products, Outlook, Internet, electronic databases, digital platforms, etc.

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