Clerk-Steno 7 Full-time Job

Job Summary

Under supervision of the Clerical Supervisor 13, this position performs clerical, reception and office administration duties.

Duties & Responsibilities

• Screens in-person and telephone inquiries and determines appropriate initial action.
• Responds to a variety of email enquiries pertaining to Parks Service levels, City Tree and Urban Forestry, Pest Management and Park Access Permit programs and generates service requests to the appropriate program staff.
• Coordinates and provides reception and administrative support services, including ordering office supplies to maintain inventory levels and ordering courier services.
• Enters data into various databases, ensures its accuracy, and produces reports, contracts and labels.
• Prepares a variety of documents, including confidential reports, manuals, newsletters, web documents, PowerPoint presentations, etc.
• Controls and records the approvals, payments and keys for the Garden Plot Program, as well as generating approval letters for the participants.  
• Maintains records of office expenditures, e.g. supplies, courier service and photocopying, for budget estimates.
• Maintains the centralized office filing system, including confidential documents as well as assisting with maintaining staffing master data spreadsheet.
• Arranges and confirms appointments. 
• Sorts and distributes incoming and outgoing mail.
• Performs other related duties as assigned.

Qualifications

• Grade 12 education.
• Graduation from a business college.
• Typing speed of 55 w.p.m.
• Two years' diversified experience in general office procedures.
• Considerable knowledge of business English and arithmetic.
• Considerable knowledge of modern office practices and procedures.
• Demonstrated ability to work with newcomers/ immigrant population
• Ability to take accurate minutes of meetings.
• Ability to make arithmetic calculations rapidly and accurately.
• Ability to make decisions in accordance with established policies and procedures.
• Ability to work with minimum supervision and to prioritize duties and responsibilities.
• Ability to communicate effectively orally and in writing.
• Ability to establish and maintain effective working relationships.
• Ability to maintain confidentiality.
• Demonstrated skill in the use of a computer using the Microsoft Office Suite.