Community Safety Team Clerk

Reporting to the Administrative Assistant, the Community Safety Clerk provides administrative support to the Community Safety Team, including entering data into various program databases and office administration. The Community Safety Team Clerk arranges for couriers, receives sorts and records deliveries, distributes incoming deliveries and mail, contacts maintenance personnel for office and equipment, prepares and processes payments for office supplies and services as approved, monitoring and ordering office supplies, filing, archiving and retrieving physical files.

The Community Safety Team Clerk prepares correspondences, responds to calls and emails, manages scheduling and time management software, having direct contact with Safety Officers, to schedule shifts and report on Team activities. Duties include data gathering, analysis and reporting, and other tasks as assigned by the Administrative Assistant and Team Lead. This position provides direct administrative support to the Administrative Assistant, Safety Officer Supervisors, Safety Officers and the Community Safety Team Lead. The Community Safety Team Clerk will also support Team activities such as coordinating and participating in meetings and community events, both in the office and out in the community.

As the Community Safety Team Clerk, your duties will include:

• Order Office Supplies and Coordinating Office and Equipment Maintenance
• Processing Payments
• Prepare Transfer Lists for Archiving/Retrieving Files from Records Centre
• Provide Administrative Support to Community Safety Team Lead
• Complete File Opening and Reception Duties

Your education and qualifications include:

• High School Graduation supplemented by post-secondary education in business, office procedures or equivalent combination of education and experience in providing administrative support.

• Experience providing administrative support to all levels of staff including Senior Management levels.

• Experience handling sensitive material in a confidential and professional manner.

• Experience creating and maintaining accurate records and files in accordance with established policies and procedures.

• Ability to work independently with minimal supervision and follow instructions with great attention to detail.

• Proficiency at an advanced level with the Microsoft Office (Word, Excel, and Outlook).

• Ability coordinating financial processes and documentation.

• Organizational and time management skills, including the ability to prioritize workloads, and manage concurrent assignments while meeting strict deadlines.

• Interpersonal skills with the ability to work in a diverse team environment establish and maintain effective working relationships with elected officials, department heads, City staff and the general public.

• Written communication skills with the ability to produce clear and concise documentation.

• Verbal communication skills with the ability to interact with individuals in person and over the phone in a professional and courteous manner.

• IMPORTANT: Applicants who have been educated outside of Canada must have education which is comparable to the minimum qualification in Canada. Applicants submitting foreign credentials require an official academic assessment report issued by a recognized Canadian assessment service at application.

Conditions of employment:

• The successful applicant must maintain legal eligibility to work in Canada. If the successful applicant possesses a work permit, it is their responsibility to ensure the permit remains valid.
• Police Information Check satisfactory to the employer will be required from the successful applicant at their expense.