Clerk 2 (Bible Hill)

6 months ago

Bible Hill, Canada Province of Nova Scotia Full time

**Department**:Public Works

**Location**:BIBLE HILL

**Type of Employment**:Term

**Union Status**:NSGEU - NSPG

**Closing Date**:14-Feb-24 (Applications are accepted until 11:59 PM Atlantic Time)

**About Us**:
The Department of Public Works supports Nova Scotia’s 23,000 kilometers of roads and highways, 4,100 bridges, and 7 provincial ferries. Our Highway Programs division supports the maintenance of our provincial road network, including summer work, RIM program, and Snow and Ice Control operations.

Our office has an opportunity available for a Clerk. As the Clerk, you are the backbone to our operations. This is your opportunity to join an engaged team who operate in a challenging and fast-paced environment, where there is never a dull moment.

**About Our Opportunity**:
Under the general supervision of the Financial Services Officer, the Clerk 2 is responsible for a variety of accounting, bookkeeping and general offices duties involving preparation, completion, and checking of various accounting documents and reports required for the area office.

**Primary Accountabilities**:
We count on your expertise and excellent customer service to provide various administrative support, including, but not limited to:

- Receives fortnightly fuel returns from fuel consumption lists submitted by operators, distributes costs according to machines used and posts for depots. Receives biweekly and monthly inventory issue reports for magnesium chloride, winter traction sand and highway salt and distributes to work orders through SAP inventory issues.
- Receptionist duties including answering general inquiries from the public, in person and by telephone, providing factual information pertaining to Department policies and procedures. Directs other callers and visitors to the appropriate individuals and/or government departments within the office. Assists customers with various permits including breaking of soil, access permits, litter cleanup, walk-a-thon and parade permits. Receives cash and cheques from clients for receipt of goods and services.
- Photocopies, faxes, distributes incoming mail and prepares outgoing mail. Receives revisions and updates office manuals for N.S Temporary Workplace Policies and Procedures, Department of Public Works Manual 23 Policies and Procedures, Standard Specs Manual, and Health and Safety Environment Programs. Maintains files and orders for employees coveralls.
- Responsible for invoice processing in SAP accounts payable and procurement modules. Responsible for coding invoices, acquiring proper supporting documentation, verifying calculations and ensuring proper authorization signatures prior to keying for payment. Maintains accounts payable filing system and completes accounts payable audit report to ensure accurate entry. Handles accounts payable inquires from suppliers and vendors.
- Receives journal voucher transfers and enters in SAP general ledger module.
- Secretary for Department Joint Occupational Health and Safety Committee. Maintains committee files and related documentation as required. Types meeting minutes and prepares meeting agendas and distributes monthly as needed. Addresses ongoing safety issues with Operation Supervisors and/or appropriate TIR personnel. Follows up on incident reports, WCB reports, tool box talks and county safety issues.
- Receives and tracks all public complaints including those received from County MLAs. Records as notifications in SAP plant maintenance module. Ensures accurate and complete information is directed to appropriate personnel for resolution.
- Provides administration assistance for area manager
- Prepares files for storage at year end and ensures proper coding for STAR/STOR filing system. Prepares new year A/P files and reports Public Works mobile radio repair requests to Shubenacadie.

**Qualifications and Experience**:
You will have at least three (3) years of experience in an administrative support/ reception role.

You have demonstrated excellent customer service skills and a proven ability to effectively assist and communicate both in person and by phone. You work well under pressure and independently in a fast-paced environment. You have accurate keyboarding skills along with a working knowledge of various software programs and databases to deliver effective administrative support.

Though not required, it is considered an asset if you:

- have completed a business course
- are knowledgable of services and programs offered by the Department and other community agencies

We will assess the above qualifications and competencies using one or more of the following tools: written examination, standardized tests, oral presentations, interview(s), and reference checks.

**Equivalency**:
This is an excellent career opportunity for many. We recognize equivalent combinations of training, education, and experience, providing opportunities for individuals with diverse backgrounds to contribute their skills and expertise. Equivalencies in

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