Administrative Clerk

3 weeks ago

Kitchener, Canada City of Kitchener Full time

**Administrative Clerk**

**(Temporary Full Time** **for approximately **9** months)**

**Competition Number**

2023-514

**Job Code**

0925

**Posting Date**

February 15, 2024

**Closing Date**

February 22, 2024 (at 6:00pm)

**Job Status**

Temporary Full-Time

The **City of Kitchener** is a vibrant and dynamic city of approximately 270,000, in the heart of southwestern Ontario. As the largest municipality in Waterloo Region, Kitchener continues to be poised for development and growth, enhancing its reputation as a leader in city-building and innovation, with nationally recognized strategies to build its neighbourhoods, its digital infrastructure and its diverse economy.The **City of Kitchener** is WHERE you want to work Learn more about the top reasons to join us:
**Why work at the City of Kitchener**

Position Overview:
- This position will be responsible for supporting the administrative functions related to Council and Committee meetings; as well as a wide range of customer-centric services within a team environment. You are a representative of the City of Kitchener when responding to inquiries related to many of our legislative or statutory forms, issuing burial permits or marriage licenses, assisting with property inquiries and acting as a Commissioner of Oaths for the public. You will be involved with the Municipal Election and will act as the Deputy Division Registrar under the Vital Statistics Act on behalf of the Province and the City. If you are up for a challenge, want to be a part of a great team we want to hear from you- Responsibilities:
- This position provides administrative support services to the Manager of Council/Committee Services & Deputy City Clerk and Committee Administrators as follows:
- Performs Council/Committee Secretariat functions including creating, distributing, and posting agendas, minutes and reports in eSCRIBE and Laserfiche, specifically for the Committee of Adjustment, while also supporting Council/Special Council, Standing, Quasi-judicial, and Advisory Committee meetings.
- Creates document relationships in Laserfiche for agendas, minutes, and reports.
- Creates and maintains statutory notices, correspondence and other related documentation pertaining to the Committee of Adjustment, Council/Special Council, Standing, Quasi-judicial, and Advisory Committee meetings.
- Receives and processes appeals for quasi-judicial tribunals.
- Receives and facilitates execution of legal documents.
- Maintains the Municipal Heritage Registrar in compliance with the Ontario Heritage Act.
- Receives, classifies, scans, indexes and files all contracts, deeds and agreements made with the City of Kitchener.
- Inventories and orders office supplies for the Legislated Services Division.
- Cross-trained to provide back-up support for other designated position(s) within the Office of the City Clerk.
- Performs duties related to the Municipal Election.
- Other related duties as assigned.

**Requirements**:
- Must have a Grade 12 Diploma with 1 year post-secondary education.
- Minimum of 1 year job related experience.
- Experience performing Council/Committee Secretariat functions including compiling agendas and processing parliamentary-style meeting minutes is preferred.
- Experience drafting statutory notices and correspondence.
- Experience coordinating meetings and electronic appointment scheduling required.
- Must have strong written and verbal communications skills and proven ability to effectively interact with all levels of management and staff, elected officials, members of the public, planners, lawyers, consultants, funeral directors, coroners and outside agencies and other levels of government.
- Must be able to work independently and have proven ability to work effectively in a team environment.
- Must have demonstrated organizational and planning skills as well as the ability to effectively multi-task to consistently meet strict deadlines.
- Must have strong attention to detail and a high level of accuracy.
- Must have strong customer service orientation and demonstrated ability to effectively deal with difficult situations with tact and diplomacy.
- Must have the ability to work with sensitive issues and maintain customers’ personal information.
- Must have demonstrated proficiency with Microsoft Office (Word, Excel, Access and PowerPoint), Adobe Pro and Outlook.
- Performs various functions relating to the municipal election.
- Evening work may be required.

Preference will be given to applicants with the following:
- Experience with administrative functions for Committee of Adjustment.
- Experience with OnPoint, AMANDA, Electronic Agenda Management Systems, Webcasting Systems, Electronic Document Management Systems and/or Automated Records Management Systems.

Please note: Testing will be a part of the selection process- Please note that as per Human Resources Policy _HUM-HIR-_110, "Employment of Relatives of Staff Members and Elected Officials":_
- "The immediate relativ

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