Administrative Clerk

3 days ago

Richmond Hill, Canada York Region Full time

Job Title
- Administrative Clerk - Secretary
- Status
- Permanent Full-Time
- Temporary - Approximate length of assignment, in months
- Type of Position
- a Replacement
- Start Date
- Immediate
- Salary
- Per hour
- Salary Grade
- $30.98 - $33.67
- Department
- York Region -> Transportation Services -> Transit
- Location
- (TRN) SCC-50 High Tech Rd. - 50 High Tech Road - Richmond Hill, ON L4B4N7 CA (Primary)- Job Description (E)

**POSITION PURPOSE**

Reporting to the Manager, Transit Operations, is responsible for providing administrative and clerical support to the assigned department program, including scheduling, prioritizing and coordinating day-to-day work performed by the management staff/supervisor; preparing and processing correspondence, reports, minutes and presentations; tracking and monitoring project and program-specific activities; maintaining the filing system; and distributing incoming and outgoing communications via mail and electronic media.

**MAJOR RESPONSIBILITIES**
- Provides support to the managers/supervisors by preparing charts, forms and spreadsheets; compiles and collates materials.
- Assists in various specialized project tasks related to program and service delivery, including database monitoring and project monitoring activities.
- Co-ordinates YRT bus charters and the 407 transponder program, including invoice preparation and reconciliation
- Organizes meetings, prepare agendas, take minutes for Branch/Unit meetings and meetings with external stakeholders/partners; prepares and distributes minutes to appropriate staff.
- Completes purchase/cheque/payment requisitions, including obtaining the appropriate authorizing signatures, affixing cost distribution forwarding coding.
- Distributes documents, maintains associated lists and issues receipts for monies received, as applicable to the program/service.
- Investigates irregularities/discrepancies in billings with consultants, contractors and suppliers, as applicable to program/service.
- Logs daily statistics and prepares reports on service delivery
- Compiles statistical and other data to prepare reports and documents related to services provided.
- Responds to inquiries or requests for information from other employees, departments and the public.
- Answers incoming calls (Helpdesk) from Regional staff requiring service including emergency situations; utilizes specialized software to log information/work orders in accordance with program/service.
- Provides reception/switchboard relief and back-up duties to other clerical support positions, as required

**QUALIFICATIONS**
- Post-Secondary certificate/diploma in Business/Secretarial Science (one (1) year or more) or related program or approved equivalent combination of education and experience.
- Minimum two (2) years secretarial/administrative experience in a computerized/automated office environment.
- Demonstrated experience providing administrative support in an environment with a broad variety of administrative and clerical functions with responsibilities for one or more program(s) and/or manager(s), with an emphasis on determining priorities and organizing activities of a diverse work assignment, including customer service, records management and report generation.
- Thorough knowledge of general office procedures, including taking minutes, editing reports and correspondence, and electronic/manual records management file systems, including security measures.
- Knowledge and demonstrated ability in corporate core competencies including communication, innovation, teamwork and collaboration, and personal ownership.
- Council Approval Date
- Scheduled Weekly Hours
- 35
- Scheduled Shifts
- 8:30 - 16:30
- Operational Hours
- Close Date
- # of Hires Needed
- 1
- Union
- CUPE 905 York Region

York Region is an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process. At the Region, we respect, encourage and celebrate our diversity. If contacted for an employment opportunity, please advise if you require Code-protected accommodation.

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