Clerk 1

**Company Biography**

Utilities Kingston is located in Kingston, Ontario, equi-distant from Toronto, Montreal and Ottawa, where the St. Lawrence River meets Lake Ontario and the Rideau Canal (a UNESCO World Heritage site) - Kingston is a stunning, historic city that consistently ranks as one of the best places to live in Canada. Kingston’s 123,363 community-minded citizens enjoy an outstanding quality-of-life enhanced by recreational and creative opportunities and supported by excellent health care facilities and municipal services, programs and facilities.

Utilities Kingston is unique in Ontario, combining water, wastewater, gas, electricity and telecommunications services in one company under the leadership of a single C.E.O. This shared services delivery model gives Utilities Kingston clear advantages in cost savings and customer service over other utility providers in the province. Utilities Kingston has provided the residents of Kingston with safe and reliable utility services for more than 150 years.

**Primary Duties**

The Clerk 1 is responsible for a variety of clerical work for the Utilities Kingston Engineering group, which will include, the preparation of Tender, RFQ, RFP documents and the uploading of these documents to an external website for collection by bidders, process invoices and payment certificates, monitor payment progress including “holdbacks”. Other duties within the department including data entry, document preparation and maintenance, file management, maintenance of business systems, record keeping and tracking office supplies and equipment. They serve as a key interface between customers, contractors, management and interdepartmental staff.

Key Responsibilities:
1. Support activities associated with procurement including posting of documents to external sites, receive and track questions, prepare addenda and retrieve closing documents.
2. Attend meetings, prepare meeting minutes on a timely basis and distribute to relevant stakeholders.
3. Create and track purchase requisitions for equipment and supplies within the financial system.
4. Update documents and manuals as required.
5. Review and process invoices to the appropriate stakeholders for approval and payment.
7. Collect and enter timesheet information into the system to ensure employees are paid accurately.
8. Verify timesheet information and perform payroll audits on a bi-weekly basis to ensure accuracy.
9. Provide administrative support for project activities.
10. Ensure work is completed in compliance with safety policies, procedures, regulations and maintain a safe working environment.

**Education, Certification and Other Qualifications Required**
- Advanced verbal and written communication skills
- Advanced keyboarding, proofreading and editing skills with strong attention to detail and accuracy
- Advanced time management and organizational skills
- Advanced ability to work independently and as part of a team
- Advanced ability to work in a dynamic environment with the ability to adapt to changing priorities quickly
- Intermediate proficiency with MS 365
- Basic knowledge of Occupational Health and Safety requirements as it relates to individual, organizational and operational requirements

Qualifications:

- Post-secondary education in business or related field or a combination of education, training and experience relevant to the position
- 1-3 years’ experience in an administrative role in an industrial environment an asset
- Class G drivers’ licence

**Special Working Conditions/Conditions of Employment**

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the incumbent. The incumbent may be asked to perform other duties which may be assigned from time to time.

**Closing Statement**

Your resume and/or cover letter must clearly demonstrate how you meet the requirements of the position.

**Accessibility Statement**

Appropriate accommodations will be provided as required by the Accessibility for Ontarians with Disabilities Act (AODA) upon request.

**Employment Equity