Community Initiatives and Partnerships Administrative Clerk

**Section**: Community Initiatives and Partnerships
**Division**: Leisure Services
**Department**: Community Development
**Initial Reporting Location**: Tom Davies Square

**Job Status**: Limited position
**Estimated Probable Duration**: until March 27, 2026

**Affiliation**:Inside Unit
**Hours of Work**: 70 hours bi-weekly
**Shift Work Required**: No

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

**Characteristic Duties**: Under the general supervision of the Manager of Community Initiatives and Partnerships.
- Respond to and resolve minor complaints, escalating concerns when necessary to the appropriate contact within the section.
- Compose, design, and create flyers, newsletters, e-communications, and bulletins.
- Provide administrative and clerical support to the Manager of Community Initiatives and Partnerships or designate (e.g., p-card reconciliation, coordinate meetings, prepare material, drafting/typing various correspondence, etc.).
- Responsible for the maintenance and ordering of adequate office supplies.
- Maintain attendance records, timesheets, annual vacation schedules; prepare and distribute all corresponding human resources and/or payroll forms for the section.
- Act as the Learning Management System (LMS) Administrator for the section. Enter, remove, monitor, and maintain new and existing employee training records in LMS and prepare reports.
- Prepare and input payroll exception reports.
- Process leisure and recreational facility bookings, program registrations, payments and refunds when required.
- Maintain website content information for the section.
- Prepare and process requisitions, invoice, and purchase order for section programs and events.
- Establish and maintain a master online shared filing system and contact lists for the section.
- Responsible for all travel arrangements for the section and ensure that expense claims are processed through the Finance division.
- Liaise with other departments and community stakeholders on matters relating to the section.
- Perform required administrative duties for special committees and advisory panels as required (e.g., general administration and recording secretary functions).
- Support external research for new initiatives being explored as required.
- Assist other secretarial/clerical staff within the division during period of overload, vacation, or absence.
- Develop and maintain a thorough working knowledge of CGS’s Safety Manual and the applicable provincial legislation listed therein.
- Perform other related duties as required.

**Qualifications**:

- Successful completion of secondary school (grade XII) education with an additional one (1) year of post-secondary education in a related discipline (e.g., Office Administration, Business Administration) from a recognized College with Canadian accreditation
- Over one (1) year up to and including two and one-half (2½) years of related experience in a similar role with a strong focus on customer service.
- Satisfactory keyboarding skills.
- Demonstrate organizational and administrative skills, and ability to exercise judgement in procedures and methods used.
- Demonstrate interpersonal and communication skills in dealing with Councillors, the public, staff, and outside organizations in a courteous and effective manner.
- Excellent use of English; verbally and in writing.
- French verbal and written skills an asset.
- Satisfactory health, attendance, and former employment history.

**Competencies**:Competency Library - Level 1 Proficiency

**How To Apply**:
We must receive your resume before 11:59 p.m. on **Friday, January 17, 2025**. 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)

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