Office Clerical Assistant

1 month ago

East St Paul, Canada RM of East St Paul Full time

_**The RM of East St Paul, with the support of government grants targeted to youth, is recruiting for summer labourer positions to work from May/June through to August/early September.**_
- **ALL OPEN POSITIONS ARE DEPENDENT UPON FUNDING**_

**Job Type**: Summer (May/June - August/early September)

**Hours of Work** - Generally Monday - Friday

**Work Location** - Operations Department, 2801 Gateway Road

**Opening Date: February 13, 2024**

**Closing Date**:February 28, 2024**

**Compensation**: $19.94 - $24.26/hour

**Job Summary**:
The Office Clerical Assistant Operations provides support by; assisting citizens/customers, supporting the Solid Waste, Recycling and Yard Waste Program, supporting the service request system administrator, providing general office administrative support, and performing other duties as assigned.

**Duties and Responsibilities**:
Assist citizens/customers/stakeholders by;
- Responding to inquires (face-to-face and telephone calls) as per office procedure,
- Ensuring contractors have valid liability insurance,
- Scheduling various appointments for stakeholders using per-determined timeslots with RM staff,
- Contacting stakeholders where clarification is required,
- Providing accurate information or redirecting to the appropriate person,
- Accepting payments of department related permits (sewer and water, lot grade, approach, culvert and cut), approach variances, and contractor licences

Support the Solid Waste, Recycling and Yard Waste Program by;
- Receiving inquiries and concerns from residents, and following up with 3rd-party contractor to ensure service is provided,
- Accepting payment for additional recycling bins,
- Coordinating bin repairs and replacements with residents and staff; arranging for delivery by Operations staff,
- Coordinating distribution of new property bins,
- Receiving citizen requests for garbage/recycling service (i.e. new or repairs related to garbage/recycling carts), inputting serial numbers into database.

Support the service request system administrator by;
- Tracking department work requests and issues within the service request system,
- Responding to inquiries from citizens and other stakeholders,
- Receiving information (specifics of concern) and entering into the system,
- Entering updates and supervisor’s comments as instructed,
- Bringing issues to the Administrator’s attention as required.

Provide general office administrative support by;
- Processing documents and letters as required,
- Scheduling utility location services as directed,
- Gathering employee timesheets bi-weekly, forwarding to Administrative Assistant,
- Registering employees for courses approved by their supervisor,
- Preparing outgoing mail for pickup by Canada Post,
- Closing the daily debit machine batch, ensuring debit receipts balance,
- Coding invoices,
- Entering approved sewer/water permits into the database,
- Co-ordinating the destruction of records as per established protocol,
- Ensuring an adequate supply of office stationary and supplies; ordering as required,
- Monitoring the servicing and supplies for the printer.

Perform other duties as assigned including;
- Assisting with mass hardcopy mail-outs,
- Providing backup for the other clerical assistants and the Administrative Assistant II as required.

**Credentials and Experience**:

- Diploma or certificate from a recognized post-secondary institution in a business related field, or equivalent combination of training and experience.
- Demonstrated proficiency in the use of business software, including Microsoft Word, Excel and Outlook.
- Demonstrated keyboarding skills; a minimum of 40 words per minute.
- Office experience with excellent communication and customer service skills.
- Experience in a municipal work environment would be considered an asset.

**Core Skills Knowledge and Abilities**:

- Working knowledge of Microsoft Word, Excel, Outlook, PowerPoint and experience with, or the ability to learn additional software.
- Knowledge of business/office procedure and methods including communications, office systems, and record keeping.
- Basic knowledge of accounting procedures would be considered an asset.
- Basic knowledge of municipal administration would be considered an asset.
- Effective interpersonal, written and verbal skills.
- Experience in providing effective service to customers/the public.
- Demonstrated ability to work effectively within a team/other colleagues.
- Ability to process and record large volumes of information accurately.
- Strong organizational skills.
- Ability to maintain confidentiality regarding all work-related information.
- Ability to proceed with approved objectives and establish priorities.
- Satisfactory Criminal Record Check.
- Demonstrated ability to attend work regularly and punctually.
- **WORKING CONDITIONS/PHYSICAL DEMANDS**_
- Light/office duties.
- Ongoing, daily use of computer equipment, technology, telephone & other office equipment.
- Vocal communication

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