Clerk Typist V Full-time Job

Position Summary

This position provides comprehensive administrative support to the Bylaw Enforcement Branch within the City Centre & Community Services Department. The ideal Clerk Typist V excels in customer service, organization, and multitasking. Responsibilities includes directing service requests, providing accurate information to internal and external customers, and supporting departmental operations through various administrative tasks such as typing, filing, and scheduling. The role involves preparing and proofreading complex documents, managing data entry, performing basic accounting functions, and maintaining departmental files. Strong communication skills, proficiency in office software, and the ability to handle confidential information are essential for success in this role.

Closing Date: August 22, 2024

Key Duties & Responsibilities

• Direct Service Requests appropriately, ensuring timely follow-up and closure.
• Provide accurate and timely information to internal and external customers, answer telephone enquiries and direct calls to appropriate individuals for action.
• Provide general administrative support to the Department (i.e. typing, photocopying, filing, mail distribution, supplies, travel arrangements).
• Prepare and proofread complex documents and reports which may be submitted to City Council and committees.
• Prepare and proofread various types of material for accuracy and/or compliance with corporate standards.
• Schedule meetings including booking of rooms, equipment and resources.
• Record, prepare and distribute agendas and minutes of meetings.
• Maintain and update branch files using the corporate filing and inventory system, including sending and retrieving files located at offsite storage as required.
• Enter data into branch databases ensuring the accuracy and timeliness of data entry and process a variety of records into various systems.
• Perform basic accounting functions including preparation of purchase requisitions and journal vouchers.
• Assemble and forward statistics to external agencies as required.
• May prepare and issue permits.
• Prepare materials for distribution to public as required.
• Provide administrative support as required for special assignments.
• Perform other related duties as required.

Key Qualifications

• Grade 12 Diploma or equivalent, coupled with Office Administration courses. A minimum of three (3) years related experience in a frontline office environment. Experience in the use of advanced functions of computers including Windows-Based software such as Microsoft Office Suite. Minimum typing speed of 50 wpm is required.
• Thorough knowledge of business English, spelling, grammar, punctuation and arithmetic.
• Considerable knowledge of current word processing, spreadsheets, presentation and database software applications.
• Knowledge and skill in the use of office filing systems and procedures.
• Ability to design, format and /or modify lengthy, complex documents accurately and in a timely manner using Microsoft Word, Excel, PowerPoint and Access.
• Ability to manage and multitask workload by identifying and revising priorities in order to complete work within deadlines.
• Ability to provide clear, concise and accurate information and/or explanations to internal and external customers in response to questions, concerns and complaints.
• Demonstrated ability to provide exceptional customer service through identifying issues, concerns or problems and finding solutions to achieve goals of the Divisions.
• Ability to work independently and/or as a contributing member of the team, exercising initiative and good judgement to complete work assignments and contribute toward a positive work environment.
• Ability to maintain confidentiality.

Working/Other Conditions

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