Clerical Assistant Iii
3 months ago
Why Guelph:
**What we offer**
We offer competitive wages and comprehensive benefits to meet the needs of our diverse employees. Many of our positions offer:
- Paid vacation days, increasing with years of service
- Paid personal days;
- Hybrid and flexible work arrangements;
- Defined benefit pension plan with OMERS, including 100-per-cent employer matching;
- Extended health and dental benefits, including Health Care Spending Account;
- Employee and Family Assistance Program;
- Parental leave top up program;
- Learning and development opportunities including tuition assistance
- Employee recognition programs.
Position Overview:
**Key duties and responsibilities**
- Deliver professional assistance to staff as well as external contacts - acting as the first point of contact to direct requests appropriately.
- Undertake other additional tasks and responsibilities to support the Corporate Building Maintenance team such as:
- departmental meeting management
- assist with the preparation of the departmental budget
- word processing, document editing, preparing spreadsheets and presentations, and communications
- status report tracking, expenditure tracking compliance issues, KPI’s and records management
- preparation of invoices as directed
- Prepare agendas/minutes for meetings of the Corporate Building Maintenance team including tier 3 capital projects, working/operating committees; attend meetings and coordinate follow up actions with staff both inside and external to the department.
- Highly professional, adaptable, and anticipatory with excellent oral and written communications skills.
- Process and maintain work orders, requisitions, purchase orders, quotes, invoices, hold-backs, and journal entries.
- Perform daily clerical work, including phone system administration, centralized filing, distribution of information, record keeping, archiving project files, electronic files, manuals, documents, and drawings.
- Maintain and support new Maximo asset database, inventory, and warranty programs.
- Support budget variance and performance measurement reporting.
- Word processing and proofing of correspondence, editing council staff reports and other documents.
- Internet searching, information gathering, locating documents, monitoring of key internet sites.
- Gathering and collating statistics and presenting in various formats (pie charts, graphs, spreadsheets etc.).
- Prepare power point presentations.
- Maintain up to date contact lists and divisional correspondence tracking.
- Perform other related duties as assigned.
**Qualifications and requirements**
- Excellent customer service skills with the ability to deal with the internal and external contacts in a courteous and efficient manner.
- Excellent data entry skills with the ability to work in an accurate and efficient manner; detail oriented with a high level of accuracy.
- Excellent organizational skills with the ability to work on your own and in a team environment.
Excellent communications skills with the ability to communicate with all levels of staff, stakeholders, and the general public.
- Excellent skills in Microsoft Office (Word, Excel and Power Point), and web browsing.
- Experience with financial/payroll management systems (e.g. Oracle Utilities WAM (Synergen), JD Edwards, and/or Kronos) would be an asset.
- Knowledge of applicable Public Sector Accounting Board standards would be an asset.
- Self starter with excellent organizational skills.
- Knowledge of the Occupational Health and Safety Act.
**Hours of work**
35 hours per week - Monday to Friday between the hours of 8:00 am and 4:00 pm.
**Pay/Salary**
CUPE 973 Grade: 6: $27.61 - $33.90
**How to apply
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