ESQUIMALT Position Number: TBD
POSITION DESCRIPTION Effective Date: May 12, 2015
Position Title: / Administrative Clerk IIDepartment/Division/Section: / Human Resources/ Community Safety Services/Corporate Services
POSITION FUNCTION
Provides administrative support to Human Resources, Community Safety Services (Bylaw Enforcement Administration), and Corporate Services (Administration).
TYPICAL DUTIES
Provides customer service to internal and external clients with a particular emphasis on positive and efficient interactions in the areas of Human Resources, Bylaw Enforcement Administration, and Corporate Services (Administration).
Human Resources duties may include:
- creating a variety of technical and paralegal letters, memos, reports, and forms from various sources, including confidential correspondence; updating and maintaining various records, filing systems, and statistical data; handling and distributing departmental mail and draft routine correspondence.
- accurately inputting and maintaining information such as a grievance tracking system, human resource database, and attendance management tracking system
- assisting with a new employee orientation program
- assisting with updating policies and procedures
- liaising with payroll
- coordinating staff training, annual programs and policy requirements, and Township events (eg. flu shot, long service recognition)
- competition administration (eg. posting vacancies, receiving applications, compiling screening sheet, coordinating testing and interviews)
Bylaw Enforcement Administration duties may include:
- create a variety of paralegal letters and orders, including orders from Council
- accurately input and maintain information such as bylaw offence notices in the bylaw notice tracking system and assisting with the dispute registry
- inputting data and obtaining vehicle registry information
- supply information on unpaid tickets to collections and track recovered fine monies, reconciling monthly
- preparing letters to the public in relation to property complaints
- assisting with scanning and creation of bylaw investigative files
- create bylaw “Calls for Service” (CFS) files and scan supporting documents in Tempest
- assist with collection of data for staff reports to Council
- inputting Bylaw Offence Notice data from Bylaw, VACS & Vic PD issued tickets into EXCEL spreadsheet
Administration duties may include:
- providing back-up support to administrative roles within the department and providing temporary coverage during periods of staff absence (eg. Vacation relief)
- attending meetings and preparing agendas and minutes (occasional evening work required)
General administrative support may include:
- providing telephone and public reception support for the department, maintaining booking schedules for meeting rooms, and meeting logistics.
- operating a variety of office equipment such as a personal computer, photocopier, calculator, facsimile machine and telephones.
- performing other related duties as required.
WORKING RELATIONSHIPS
This position reports directly to the Human Resources Manager. In addition, this role receives day-to-day direction from the Community Safety Services Director, and Corporate Services Director.
Work is performed according to established procedures and/or routine requirements as well as assigned by supervisor who reviews work upon completion.
Issues such as difficult public requests are referred to supervisor or senior department staff.
Liaises with other Departments and outside agencies as required.
WORKING CONDITIONS
Physical Effort:
· Sit with arms unsupported for short periods; dexterity for typing, filing and answering phones; stand for short periods. (frequent)
Mental Effort:
· Interruptions from telephone and counter enquiries. (frequent)
· Conduct yourself tactfully and courteously when handling complaints and negative comments. (periodic)
Visual/Auditory Effort:
· Respond to telephone calls and counter enquiries; focus on computer. (frequent)
Work Environment:
· Office.
· Some evening work required.
KEY SKILLS AND ABILITIES
· Good knowledge of general office/ administration function and client reception.
· Excellent customer service skills both in person and on the telephone.
· Effective verbal communication skills to respond to telephone and in-person inquiries.
· Demonstrated ability to work well as a part of a team.
· Ability to communicate effectively with elected officials, government officials, business representatives and the public in a courteous and tactful manner.
· Ability to maintain confidentiality of oral and written information, both internal and external, which is sensitive or confidential.
· Ability to draft routine letters and to maintain accurate records and files.
· Ability to prepare agendas, take minutes and have a general understanding of rules of order (Robert’s Rules).
· Experience working with databases and online systems such as ICBC
· Ability to type and/or keyboard 50 w.p.m.
· Proficient in Office Suite software applications (e.g. MS Word, PowerPoint, Excel and Outlook) and ability to operate standard office equipment.
· Ability to multi-task, organize and prioritize work.
QUALIFICATIONS
Formal Education, Training and Occupational Certification:
· High school graduation; Office administration diploma (one year)
Experience:
· 1 year of related experience. An equivalent combination of education and experience may be considered.
Preferred Qualifications:
· Human Resources courses and/or experience.
Updated: May 12, 2015