Clerical Support Worker

4 weeks ago

Midhurst, Canada County of Simcoe Full time

Requisition Title
- Clerical Support Worker - Bilingual - Community Services
- Close Date
- 19 April 2023
- Contract Type
- Temporary - Full Time
- Location
- Midhurst, ON L9X 1N6 CA (Primary)- Job Description

**Temporary contract until 29 December 2023**:
***:
To respond to all service provider inquiries in a professional and facilitating manner, and provide administrative support functions to assist in the efficient delivery of programs and services.

**DUTIES AND RESPONSIBILITIES (not listed in order of priority)**:
1. Provide administrative support functions to multiple Program Supervisors and Managers which includes:

- Records maintenance (typing, filing, labelling, tabbing, etc.).
- Filing and maintaining inactive and/or archived files following records retention requirements.
- Date stamping, sorting, and distributing incoming and outgoing mail.
- Shredding as requested by Program supervisor(s).
- Preparing orders, monitoring, stocking and distributing office supplies and forms.
- Reporting any necessary maintenance related to office equipment or safety requirements.
- Developing and maintaining contracted service provider governance files.
- Contacting service providers regarding missing file items (i.e. proof of insurance, list of board members, etc.).
- Compiling required documents for inclusion in annual service provider contracts.
- Mailing annual contract packages.
- Tracking all contracts and all related reports and documents in accordance with established timelines for each.
- Following up with service providers regarding missing items (i.e. schedules, signatures, etc.).
- Tracking all reconciliation, quarterly and year-end reports from service providers.
- Apprising supervisor(s) of missing documents and attempts made to obtain same.
- Photocopying large quantities of material, as directed by supervisor(s).
- Prepare reports, registration lists, name tags etc.
- Keep up to date and accurate multiple contact / distribution lists and utilize for related departmental correspondence.
- Compiling staff manuals as required
- Taking minutes at various meetings as directed.
- Website updates for Community Services.
- Keep track of and maintain anti-spam consents and requests for removal.

2. Develop and maintain good working relationships with office staff, service providers, and the public, which includes:

- Complying with all office procedures.
- Attending staff meetings as required.
- Participating in team activities.
- Participating in issues resolution.
- Assisting where needed when short staffed and/or in emergency situations.
- Responding to all service providers inquiries in a professional, facilitating and timely manner.

4. Maintain a high level of accountability through measurable outcomes.

5. Comply with Provincial and County occupational health and safety legislation, regulations, policies and procedures

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

7. Perform other related duties as assigned by Program Supervisor(s)

**EDUCATION, TECHNICAL SKILLS AND CERTIFICATION**:

- Grade 12 plus minimum one (1) year post-secondary certificate in office administration or related field of study.
- Demonstrated written and verbal proficiency in the French language; tested and assessed at an advanced level.
- Proficient keyboarding skills of 50 - 55 wpm.
- Proficient interpersonal and organizational skills.
- Proficient written and verbal communication skills.
- Proficient mathematical skills.
- Evidence of continuing formal professional development will be considered an asset.
- Knowledge and competency to work with personal computers in a network environment, and office equipment such as, but not limited to, facsimile machine, photo copier, adding machine, scanner etc.
- Valid G Class Driver’s License and access to a reliable vehicle.
- Criminal reference check with vulnerable sector clearance.

**EXPERIENCE**:

- A minimum of one (1) year previous related experience.

**EFFORT**:

- Walking, stooping, kneeling, crouching, lifting, or carrying and/or pulling of light weights.
- Ability to work with numerous interruptions in a busy office environment.

**WORKING CONDITIONS**:

- Work performed in a busy office environment.
- May deal with clients in emotional crisis.
- May be assigned to office locations based on operational requirements.
- Provides support to multiple supervisors with competing needs.
- Salary Grade
- $25.76 - $31.06
- Union
- CUPE 5820.00

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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