Senior Clerk

3 weeks ago

Victoria, Canada City of Victoria BC Full time

Job Description

Competition #24/92A

Internal/External Posting

Closing date: May 21, 2024

Senior Clerk-Engineering Operations (Continuous)

Engineering & Public Works Department

POSITION FUNCTION

Provide administrative and clerical functions for the various sections within the Engineering Department at the Public Works Yard.

KEY DUTIES

Provide administration information for annual budgets and budget reports, create financial reports, perform cost analysis as needed; access data using the City’s Enterprise system; complete expense claim forms; reconcile charge accounts for designated staff; complete forms such as purchase order requisitions and code invoices.

Draft and type a variety of confidential letters, memo and forms, medial releases and distribute accordingly for sections from typed or handwritten copy; attend meetings and record or transcribe minutes; update various manuals; compile, generate, maintain and distribute routine work orders; maintain filing system for various sections; interpret and enter a variety of records in databases; create and update forms and charts as required; coordinate various sectional procedures; co-ordinates paperwork generated from special events, traffic orders for staff; maintain manual and computerized records such as time sheets, overtime , vacation and sick leave.

Respond to inquiries from Engineering staff by providing advise on the enterprise system and cost analysis; respond to enquiries from the public and other departments by providing general information on engineering operations and schedules; take messages, screen and direct calls to appropriate section, outside agency or crew; respond to requests for equipment or materials from various sections and dispatch crews as necessary; schedule appointments and meetings and book facilities.

Perform a variety of clerical functions such as photocopying and filing; sort and distribute mail and deliveries; order and maintain office supplies and other general equipment as required. Arrange accommodation and transportation as required; co-ordinates the section’s daily use of vehicles.

Perform related duties where qualified.

INDEPENDENCE

Work is assigned by supervisor and designated staff and is performed according to established procedures.

Work is reviewed upon completion.

Issues which deviate from established procedures are referred to supervisor.

WORKING CONDITIONS

Physical Effort:

Sit with arms unsupported while keyboarding. (frequent)

Mental Effort:

Deal with complaints and negative comments. (rare)

Visual/Auditory Effort:

Focus on a variety of source data and computer for short periods. (frequent)

Work Environment:

Office.

KEY SKILLS AND ABILITIES

Organize and prioritize work.

Type 50 wpm; advanced level operation of current City of Victoria word processing, database and spreadsheet programs.

Use standard office equipment.

Maintain accurate records.

Deal with the public in a courteous and tactful manner.

Communicate effectively verbally and in writing.

QUALIFICATIONS

Formal Education, Training and Occupational Certification:

High school graduation.

Accounting component of first level CMA/CGA program. (1 year)

Secretarial course. (6 months)

Experience:

2 years of related experience.

or an equivalent combination of education and experience.

OTHER:

May be requested to substitute in a more senior position.

Work schedule: Monday to Friday, (37.5 hour work week)

$35.82 per hour, Pay Grade 8

Job Code #4269

This is a CUPE Local 50 Position

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