Administrative Clerk

**Job Description**:
**This position will vary between being fixed/hybrid - determined on the assignment.**

**POSITION PURPOSE**

Reporting to the Supervisor, Workforce Planning, 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.
- 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.
- 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 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.