Administrative Clerk

1 week ago

Thunder Bay, Ontario, Canada City of Thunder Bay Full time

POSITION SUMMARY: Under the general supervision of the Deputy City Clerk, supports the Office through monitoring and processing accounts payables and receivables, processing claim letters and performing receptionist and clerical duties, commissioning documents, and issuing licences and collecting fees.

MAJOR RESPONSIBILITIES:

  • Verifies charges and processes all accounts payables and receivables for the Division.
  • Processes claim letters and performs other clerical services for the Division, including but not limited to, typing and formatting a variety of correspondence, forms, and advertisements, and providing clerical assistance to the Deputy City Clerk, as required.
  • Collects fees, processes and balances daily and weekly deposits, and maintains petty cash fund and processes reimbursement requests.
  • Processes and coordinates applications for permits required under the Liquor Licence Act and its regulations.
  • Performs customer service duties, including answering telephone, schedule 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.
  • Monitors and maintains office supplies inventory and prepares printing and graphics forms.
  • Orders meals and refreshments for meetings; books meeting rooms.
  • 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 Council Support Clerk and the Lottery Licence 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 word processing and spreadsheet software and must possess basic on-line data entry skills
  • Must possess excellent customer service skills together with the ability to be courteous and tactful in dealing with the public

CONDITIONS OF EMPLOYMENT:

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

General Information:

As an equal opportunity employer, the City of Thunder Bay encourages applications from Indigenous peoples, persons with disabilities, members of visible minority groups and women.

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

Note: The above documentation will be requested by the Human Resources & Corporate Safety Division should you be the successful applicant.  If a Criminal Record Check is required, it will be requested by Human Resources should you be the successful applicant.  Please do not submit your Criminal Record Check with your application.

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:

Application forms must reference the competition number and be submitted to Human Resources by 11:59 p.m. on the closing date. 

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 Specific Information:

Should this temporary vacancy be filled by a regular full-time employee, seniority and benefits will continue in the normal manner and the regular employee will continue to maintain normal, full-time status for the duration of the appointment.

If it becomes known that the position is permanent, it will be reposted and filled in the normal fashion.

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