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Administrative Clerk

4 weeks ago

Midhurst, Canada County of Simcoe Full time

Requisition Title
- Administrative Clerk
- Close Date
- 7 June 2024
- Contract Type
- Permanent - Full Time
- Location
- Midhurst, ON L9X 1N6 CA (Primary)- Job Description

***:
Provide administrative support to efficiently assist all departments within the Engineering, Planning & Environment division.

**DUTIES AND RESPONSIBILITIES (not listed in order of priority)**:
1. Provide information and support to all departments within the division and assist other departments such as Accounts Payable, Human Resources and Procurement, Fleet & Property.

3. Responsible for records management, filing and maintaining both active and inactive files. Create and maintain Divisional File databases and indexes for accurate file tracking. Prepare documents for final disposition, coordinate and complete final dispositions of files, file filtering for archival selection as needed, and transfer to Archives. Provide support to departments by preparing files, inputting data, rehousing/storing files, and locating files.

4. Assist with the development and distribution of information and advertisement circulations.

5. Process incoming and outgoing mail, sorting and distributing (including couriers).

6. Responsible for photocopying, scanning, and mailing of large quantities of material and mail-out assignments.

7. Reconcile and prepare Pcard reports.

8. Monitor supply inventory and facilitate the control and distribution of supplies to outside facilities.

9. Report and assist with any necessary maintenance of office equipment or safety requirements.

10. Assist with formatting, preparing and editing correspondence.

11. Minute taking of various sub-committees and staff meetings as required.

12. Assist Customer Service Department as required.

13. Responsible for data entry into multiple modules of SAP including the creation of divisional purchase orders, invoicing, cheque requisitions, goods and services receiving, work orders and payroll hours, including preparing and reviewing payroll reports and forwarding necessary paperwork to payroll.

14. Assist various departments with data entry and report preparation, as required.

15. Assist with organizing and supporting special events.

16. Support the Cart & Bulky Item Pickup services by processing work orders, routing trucks, data analysis, reporting, and working with Customer Service to resolve resident concerns.

17. Comply with provincial and County occupational health and safety legislation, regulations, policies and procedures.

18. Maintain confidentiality in accordance with the Municipal Freedom of Information and Protection of Privacy Act.

**EDUCATION, TECHNICAL SKILLS AND CERTIFICATION**:

- Successful completion of a minimum one (1) year post-secondary program in office administration or equivalent to obtain a general knowledge in clerical/office functions
- Strong interpersonal communication and organizational skills.
- Understanding of basic accounting principles and TOMRMS (records management) would be considered an asset.
- Requires close attention to detail and accuracy.

**EXPERIENCE**:

- A minimum of three (3) years of previous experience. Specific experience in municipal areas such as Roads, Solid Waste Management, Planning, Forestry and By-Law woud be considered an asset.
- Familiarity with the Planning Act and the Municipal Act considered an asset.

**EFFORT**:

- Will require frequent periods of concentration, mental and visual attentiveness for data entry.
- Walking, stooping, kneeling, crouching, lifting or carrying and/or pulling of light weights.

**WORKING CONDITIONS**:

- Numerous interruptions in a busy team office environment.
- Able to work under pressure of deadlines and schedules.
- Salary Grade
- $25.24 - $30.55
- Union
- CUPE 5820.01

Personal information provided is collected under the authority of the Municipal Act (2001) and will be used to determine eligibility for employment.

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