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Clerk's Services Assistant

4 months ago

Greater Sudbury, Canada City of Greater Sudbury Full time

**Section**: Clerk's Services
**Division**: Legal and Clerk's Services
**Department**: Corporate Services
**Initial Reporting Location**: Tom Davies Square

**Job Status**: Limited Position - Bilingual (English/French)
**Estimated Probable Duration**: Seven (7) Months (may be extended)

**Affiliation**: Inside Unit
**Hours of Work**: 70 hours bi-weekly
**Shift Work Required**: Some evening and weekend work required
**Range of Pay**: Group 8 - $27.19 to $31.56 per hour

**The start date will follow the selection process.**

This position is not eligible to work remotely.

**Characteristic Duties**: Under the general supervision of the Manager of Clerk’s Services/Deputy City Clerk.

1. Co-ordinate the administrative process and perform tasks associated with the preparation and distribution of open agendas, minutes, statutory notices and resulting correspondence for CGS Council and its Committees.
2. Attend all CGS Council and its Committee meetings as assigned.
3. Perform the duties of a Deputy Registrar, under the Vital Statistics Act, by virtue of appointment by the City Clerk, registering all death and stillbirth events occurring in CGS and District of Sudbury in accordance with Provincial legislation and issue burial permits and death registrations to funeral homes.
4. Prepare and forward original registration records on deaths and submit any necessary documentation regarding marriage licences to the Office of the Registrar General.
5. Review marriage licenses that have been issued in accordance with the Marriage Act, co-ordinate the booking of marriage ceremonies, perform pre-wedding meetings and prepare documentation for wedding ceremonies.
7. Perform clerical duties for Clerk’s Services including but not limited to supporting administrative processes related to Freedom of Information (FOI) requests, ordering and maintaining supplies, organizing booking of meeting rooms and public spaces and cash handling duties, as assigned.
8. Assist in records and file maintenance as well as statistics gathering and reporting.
9. Provide peer training to other CGS employees and Citizen Service Representatives and advise same of changes related to the services provided by Clerk’s Services, as assigned.
10. Act as a Commissioner of Oaths.
11. Perform election duties as assigned and as outlined in the Election Plan.
12. Develop and maintain a thorough working knowledge of CGS’s Safety Manual and the applicable Provincial Legislation listed therein.
13. Perform other related duties as directed.

**Qualifications**:

- Successful completion of Secondary School (Grade XII) Education.
- Over two and one-half (2½) up to and including five (5) years of related experience.
- Highly competent and demonstrated ability in recording minutes.
- Demonstrate written communication skills
- Demonstrate interpersonal skills in dealing with the public in a courteous and effective manner.
- Highly developed and demonstrated organizational skills, including the ability to meet multiple strict and recurring deadlines.
- Availability to regularly attend evening and weekend meetings.
- Excellent use of English; verbally and in writing.
- French verbal skills and a good working knowledge of written French is required.
- Satisfactory health, attendance and former employment history.

**How To Apply**:
We must receive your resume **before 11:59 p.m. on Thursday, November 30, 2023**. For those providing a French language resume, please also include an English version.
- Ensure you attached a cover letter and resume. Acceptable file types are:

.doc
- .docx
- .txt
- .pdf
- .rtf

All applicants are thanked for their interest in this position. Only those selected for an interview will be contacted. If contacted, and you require a disability related accommodation in order to participate in the recruitment process you must advise the Hiring Manager.

**Live outside Canada or new to Canada?**
The City of Greater Sudbury is dedicated to maintaining a fair, inclusive, and equitable work environment and our City welcomes qualified applicants from anywhere. To learn more about working in Canada, visit this webpage: Applicants Living Outside of Canada (greatersudbury.ca)

**Contact Us**: