Administrative Clerk

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, scheduling 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 online 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 and women. 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 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 & Corporate Safety Division, 125 Syndicate Ave Suite 42, Thunder Bay, Ontario, P7E 6H8, Telephone: 625‑3866. APPLICATION INFORMATION Application forms must reference the competition number and be submitted to Human Resources by 11:59 p.m. on the closing date. JOB SPECIFIC INFORMATION Should this temporary vacancy be filled by a regular full‑time employee, seniority and benefits will continue in the normal manner and the regular employee will continue to maintain normal, full‑time status for the duration of the appointment. If it becomes known that the position is permanent, it will be reposted and filled in the normal fashion. #J-18808-Ljbffr