Clerk Typist V-Partnerships & Permit Services Full-time Job

Position Summary

The City of Regina is looking for a reliable and organized individual to support the Partnerships & Permit Services team. In this role, you will handle reception duties, assist with administrative tasks, coordinate logistical arrangements, and provide excellent customer service. You will help keep the office running smoothly by managing communications, organizing materials, and supporting both staff and external stakeholders. This position plays a key role in ensuring efficient and effective operations.

This position provides complex administrative support work within an assigned Department. This position is responsible to provide exceptional customer service to internal and external customers and to prepare complex correspondence and reports.

Key Duties & Responsibilities

• Provides reception, customer service, and first point of contact for work unit
• Answers telephone, directs calls, takes messages, directs visitors, makes photocopies, scans, faxes, files, prints, labels, and stuffs envelopes, along with other clerical duties
• Triages services requests and other incoming messages (in-person, telephone, email) for response and action
• Coordinates the flow of information/materials for tenders and meetings
• Makes logistical arrangements (confirms attendees, books rooms, equipment, and resources) for meetings, tender openings, events, travel and accommodations, and training and development
• Monitors office equipment, troubleshoots, and places service/repair requests
• Attends meetings, take minutes, and circulates draft
• Collects, opens, receipts, completes mail log, and distributes daily mail and courier packages
• Prepares outgoing mail and courier packages
• Designs/prepares pamphlets/brochures/binders/forms
• Updates manuals and standards and circulates revised documents
• Responds to requests for information or materials from both internal and external stakeholders
• Maintains filing systems in accordance with corporate records management policies and procedures
• Processes departmental invoices, journal vouchers, cash receipts, and purchase/payment requisitions
• Monitors office supply inventory, requisitions and purchases within limits of established authority (p-card, blanket agreements, and/or general stores)
• Completes searches, inputs data, validates data, and generates reports and lists from programs and applications (vendor set up)
• Perform other related duties as required.

Key Qualifications

• Completion of secondary school or equivalency plus job-related training and/or course work
• Minimum of nine months of previous and on-the-job administrative and/or clerical experience
• Knowledge of office administration processes, procedures, and equipment plus customer/client services
• Knowledge of cash receipts, processing, and reconciliation practices
• Knowledge of relevant collective agreements, bylaws, policies and procedures, and legislation, including health and safety standards
• Knowledge of job-related office productivity software, internet browsers and search engines, enterprise software, discipline-specific software, and technology devices
• Provides front-line customer service where messages/responses may be met with frustration/rudeness
• Interacts with staff and residents to exchange general information
• Responds sensitively and appropriately to the needs of all customers/clients
• Explains and exchanges administrative and other process information as well as policy and procedure information for work unit
• Consults and follows policies, procedures, and processes
• Prioritizes and adapts office activities in accordance with daily/weekly schedule within defined timelines/deadlines
• Triages incoming telephones calls and emails
• Contributes to a positive experience through provision of customer service and administrative services
• Contributes to completion of work unit activities through completion of sequenced tasks/workflow
• Contributes to financial stewardship through purchasing of and care of supplies, materials and equipment
• Familiarizes new employees with tasks, duties, practices, and processes

Working/Other Conditions

• The majority of the work is undertaken in City facilities. The work environment is an office environment.