Office Clerk

2 months ago

PointeClaire, Canada Ville de Pointe Claire Full time

Pointe-Claire is a city with a population of 34,000 located along Lac Saint-Louis and forming part of Greater Montreal. Recognized for its lifestyle, Pointe-Claire also has a distinctively rich architectural and historical heritage and provides services of outstanding quality to its population. Dedicated to the life of its citizens, the City's mission is to ensure that the quality of its social, cultural and economic environment is maintained for citizens today as well as future generations.

**Description**:
Reporting to the Manager, the Office Clerk performs various general office duties in one or more areas such as budget, staff, counter service, files and other administrative and operational support activities.

**Departmental mission**:
To fairly and transparently manage all administrative processes and, in close cooperation with departments, to effectively and efficiently manage financial, human, and physical resources, with the aim of achieving the objectives set out in the strategic planning.

**General responsibilities and goals**:
**The jobholder’s main responsibilities are as follows**:

- Maintains schedules, records, indexes, files, administrative organization charts, etc.; prepares tables, lists, etc.; monitors deadlines for bills, accounts, reports and other documents pertaining to activities, and thereby exercises administrative and operational control.
- Opens, prepares and updates files, coordinates their flow and ensures that files to be processed contain the required items and information.
- Codes and indexes documents and other data using pre-established systems; if necessary, establishes cross-references to be able to trace back to information.
- Obtains activity-related documentation; monitors the routing of such documentation.
- Fills out, checks or certifies various forms, packing slips, invoices, requisitions, timesheets, card decks, equipment tickets, accident reports, test books, notices and vouchers, attendance reports, property updates, etc., and ensures they align with the supporting evidence and comply with regulations or guidelines.
- Interacts by phone or over the counter with the public, City departments and certain organizations about information pertaining to his/her activities; assists ratepayers and other claimants with their processes; sends notices, records requests, provides information about administrative procedures, City by-laws, steps to follow, etc.
- Writes and checks correspondence and common reports pertaining to his/her activities.
- Performs or directs the search for specific information from various sources to provide the necessary information or to complete files.
- Issues certain permits, work charts, receipts, etc. and gives effect to certificates and similar types of documents after verifying their compliance with the requirements.
- Using established data, creates proofs of receivables, statements of adjustments, quotes, etc.
- Performs any other related tasks.

**Job requirements**:
The jobholder must have a high school diploma, plus one (1) year of experience in a job where he/she was able to gain familiarity with the field related to the job or any other combination of education and experience found equivalent under the established policy.
- Bilingualism (spoken and written French and English).
- Good at communicating with the public.
- Organizational skills.
- Tact and courtesy
- Good knowledge of Word, Outlook and Excel software

**Schedule**:
35 hours per week

For the period between Thanksgiving and the first (1st) Monday of May: Monday to Friday inclusively, 8:30 a.m. to 4:30 p.m., minus one (1) hour for lunch.

For the period between the first (1st) Monday of May and Thanksgiving: Monday to Thursday inclusively, 8:00 a.m. to 4:30 p.m., minus forty-five (45) minutes for lunch; Friday, 8:00 a.m. to noon.

**Footnote**:

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