Head Clerk

**Job Title**

Head Clerk

**Immediate Supervisors**
- Team Lead/Unit Director_

**Wage**
- Starting at $23.39/hour_

**Closing date**:
**Term**: ASAP until March 31, 2024. May be extended, may become permanent.

**Job Purpose**

Head Clerk plays a crucial role in maintaining efficient systems, facilitating communication, and supporting the overall success of the unit. Responsibilities include generating various reports, preparing presentations, updating staff and professional development lists, and assisting with project implementation and reporting. The position also involves coordinating with external stakeholders, implementing digital tracking systems, handling office support tasks, and ensuring smooth daily operations.

**Duties and Responsibilities**

**Administration**
- Provides and updates program information and data by receiving client online registrations, preparing required reports, updating databases, and implementing digitized tracking systems. Analyzes complex sets of data with advanced Excel formulas to produce quantitative reports.
- Keeps supervisors informed by regular reporting as required, including but not limited to funders’ reports, management and Director’s reports, and team reports.
- Assists in preparing events and presentations internally and externally when required.
- Provides office support, including file labels, staff work schedules, printing certificates, and procuring office supplies.
- Schedules and books boardroom meetings, ensuring coworkers and employees are compliant with room booking policies.
- Archives and retrieves client files as needed.
- Provides training to coworkers on Database and reporting and makes necessary changes in consultation with Team Leads and the Director.

**Operational Assessment**
- Actively assesses current administrative processes and consults with supervisors and coworkers on improvements
- Ensures service quality and collaborative work relationships with internal staff and external service providers and maintains appropriate networks of agencies, business partners and employers.
- Supervises Administrative Assistants when necessary.

**Front Desk Support**
- Provides information and direction by greeting clients and visitors, in person and by phone, and referring them to appropriate staff, programs or community services.
- Provides professional image of the organization by keeping public reception areas orderly and functional.
- Assists clients by providing information on internal and community programs and services and referring to appropriate staff as required.
- Provides service by certifying and copying documents, and may provide in-house interpretation and translation as time and language ability allows.
- Secures the premises by managing the flow of clients and visitors, shutting off lights and equipment at night and locking doors.

**Other duties as assigned.**

**Education and Experience**
- Post-secondary training in Business Administration, Office Administration, or Administrative Assistant Certification and one year of work experiences in an administrative support capacity; or,
- High School Diploma and three years’ work experience in an administrative support capacity.

**Assets**:

- Designing/Maintaining Electronic Filing Systems.
- High-level proficiency in Microsoft Suite: Excel, Word, Power Point, and Publisher.
- Outlook Scheduling Systems
- Strong interpersonal and communication skills.
- Able to work in a complex teamwork environment.
- Effective time management skills to prioritize tasks and meet deadlines with quality work.
- Presentation skills and facilitation skills to provide training.

**Required Licenses and/or Certifications**
- Criminal Occurrence Security Check - Must complete a Criminal Record Check in good standing and within three months prior to first day of employment.
- Proof of English proficiency by obtaining a completed Canadian education, Minimum CLB level 8, or IELTS 6.5

**Last Reviewed**

July 4, 2023