Council Support Clerk

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The **City of Thunder Bay** provides exceptional quality of life to those who live, work, and play in Thunder Bay - a culturally vibrant, economically diverse community with a metro population of over 120,000. Located on the north shore of Lake Superior, under the protective watch of the Sleeping Giant, Thunder Bay is rich in people and resources, and connects Northwestern Ontario to the world. We value our high quality of life and promote a clean, green, beautiful, and healthy community that provides economic opportunity, respects diversity, and provides affordable and safe neighbourhoods that are accessible to all.

The City of Thunder Bay is a place where art, culture and nature come together

Watch this video to learn more about our City at:
**Job Description**:
***: Under the general supervision of the Deputy City Clerk, supports the Office by providing assistance to City Councillors, preparing Councillor enquiries and performing clerical and receptionist duties, commissioning documents, and issuing licences and collecting fees.

**MAJOR RESPONSIBILITIES**:

- Provides assistance to members of City Council, including but not limited to, making arrangements to attend local events and for travel ordering supplies, and tracking expenses with the budget of each Councillor.
- Prepares Councillor enquiries and performs other clerical and receptionist services for the Division, including but not limited to typing and formatting a variety of correspondence and forms, organizing meetings and taking minutes, and providing clerical services to the Deputy City Clerk and assisting with providing service on the telephone or at the counter, as required.
- Performs customer service duties, including answering telephone, scheduling appointments, and counter inquiries related to vital statistics, marriages, Council, and general inquiries; directs visitors and callers to appropriate personnel or takes messages, as required.
- Collects fees, processes and balances daily and weekly deposits, and maintains petty cash fund and processes reimbursement requests.
- Processes proclamations, scrolls, requests for souvenirs, organizes flag raisings, distributes public information pamphlets; maintains updated stock of City materials and promotional items.
- Schedules and coordinates City Hall tours for the public with Division staff.
- Books meeting rooms and orders meals and refreshments for meetings.
- Acts as a commissioner for taking affidavits.
- Performs the duties of Deputy Division Registrar, as required; issues burial permits and marriage licences; collects applicable licence fees.
- Provides back-up relief to the Administrative Clerk and Lottery License Officer, as required.
- Participates in the administrative process and election tabulation procedures of Municipal and District school boards elections.
- Performs such other related duties as may be assigned.

**QUALIFICATIONS**:
**Education/Experience**:

- Secondary school graduation; and
- Two years’ related office experience; or
- Equivalent combination of education and experience

**Skills/Abilities**:

- Demonstrated skill in both written and oral communication is essential
- Must be at a basic skill level in keyboarding and on-line data entry skills, and must be at an intermediate skill level in word processing and spreadsheet software
- Must possess excellent customer service skills together with the ability to be courteous and tactful in dealing with the public

**Assets**:

- Experience with SAP supply management

**CONDITIONS OF EMPLOYMENT**:

- Must undergo a successful Criminal Record and Judicial Matters Check (CRJMC)
- Must take an Oath of Secrecy

**General Information**:
**ONTARIO HUMAN RIGHTS CODE**: It is a contravention of the Human Rights Code of Ontario to discriminate on the basis of: race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, marital status, family status, disability, age, record of offences, gender identity or gender expression. Therefore, a resume submitted to the City must not include references to any of the above characteristics. Do not include:

- Photos
- Any certificates that have photo identification
- Driver’s licences
- Police records checks

**ACCOMMODATION**: Reasonable accommodations are available upon request for all parts of the recruitment process.

**PRIVACY**:Personal information on this form is collected under the authority of the Municipal Act, c. 302, as amended, and will be used to determine eligibility for employment. Questions about this collection of personal information should be directed to the Human Resources & Corporate Safety Division, 125 Syndicate Ave Suite 42, Thunder Bay, Ontario, P7E 6H8, Telephone: 625-3866