All jobs within 50 km around Regina in Administrative Jobs

The Organizational Wellbeing Branch is seeking an organized, proactive, and detail-oriented Administrative Support professional to join our dynamic and growing team!  This branch leads organization-wide initiatives of Rewards and Recognition, Learning and Development, Psychological Safety, Equity/Diversity/Inclusion, Performance Management, Leadership Development and Employee Engagement.

The Administrative Support position will play a key role in the success of both the branch and departmental operations by providing essential coordination, logistical, and administrative support. As a vital team member, you will ensure smooth day-to-day operations while collaborating with a diverse group of professionals to drive the effectiveness and success of the department.

If you are looking for a role where your skills are valued and your contributions make a meaningful impact, this is the perfect opportunity for you.

Key Duties & Responsibilities

• Manage and coordinate meeting and appointment schedules.
• Prepare and assemble information packages, reports, correspondence, and background materials.
• Provide logistical support for meetings, including scheduling, preparing agendas, distributing materials, and ensuring smooth execution.
• Respond to inquiries and requests for information from internal and external stakeholders.
• Build and maintain positive relationships across departments.
• Maintaining a training database, organizing and managing accurate records and collaborating with internal employees on training logistics.
• Compose, proofread, and finalize various forms of correspondence and reports.
• Maintain the office filing system and manage document organization.
• Collaborate on onboarding and job-related training for new team members.
• Support the branch administration of Rewards and Recognition program logistics, maintenance of records and regular communication with stakeholders.
• Provide support for in-person and on-line learning platforms, oversight of our Learning Centre and supporting external training facilitators while on site.
• Support the department’s operational success by addressing workflow interruptions and adjusting priorities as needed.

Key Qualifications

• The successful candidate will have completed secondary school or equivalent, with successful completion of post-secondary education in business administration, office management, or a related field preferred, along with at least three (3) years of administrative experience in a professional office environment. Experience in the public sector within a unionized environment is considered an asset.
• High-level proficiency in Office 365 (Word, Excel, PowerPoint, Outlook) is required.  Experience working with Learning Management Systems (LMS) and Oracle databases is a preferred asset.
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines while maintaining accuracy.
• Excellent verbal and written communication skills for clear and professional interactions.
• Familiarity with standardized administrative processes and adaptability to evolving workflows.
• Ability to build positive relationships and work effectively in a collaborative team environment and leading self with a customer service mindset.
• Capacity to adjust to changing priorities, manage interruptions, and maintain focus in a fast-paced setting.
• Skilled at identifying practical solutions to challenges using established practices, policies, and procedures.

This position assists in continuous improvement initiatives under the direction of the Supervisor, Fleet Stores while performing physical and clerical duties such as purchasing, receiving, storing and issuing supplies and maintaining computerized stock records

Key Duties & Responsibilities

• Ensures that the stock is adequate to service the requirements of clients by monitoring supply and with the use of system generated reports.
• Expedites receipt of back ordered material, completes delivery receipts and maintains parts manuals and books.
• Fills orders, sources suppliers and products, prepares purchase requisitions and obtains purchase order numbers to purchase stock and non-stock parts.
• Estimates stock needs that will satisfy daily requirements and will provide for seasonal fluctuations or program changes in the agencies served.
• Receives parts to stock or work order in a computerized environment using software including Oracle and M5 ASSETWORKS.
• Consults with supervisor on changes in inventory levels and procedures required to keep the stores operating in an efficient manner.
• Inspects goods received for damage before accepting delivery.
• Assists in taking periodic physical inventory counts and balances the results obtained against perpetual inventory records.
• Supplies detailed information and analysis for cost accounting purposes.
• Utilizes corporate software to effectively manage the operational needs of the area.
• Realizes cost savings opportunities through the implementation of a diagnostic and predictive approach to inventory issues.
• Assists in ensuring that section activities and projects are managed in accordance with the approved budgets and that variances are properly reported and approved.
• Approves requisitions, expenditures and other transactions within the limits of authority; takes necessary action to protect corporate assets against improper use, loss or waste.
• Maintains an effective working relationship with client groups to ensure service standards are adequate to meet program requirements.
• Assists supervisor in review and provides input into tenders, customer specifications and related documents.
• Follows all rules and regulations as set out in the Provincial Occupational Health and Safety Act and the City of Regina Occupational Health and Safety Manual.
• Performs related duties as required.

Key Qualifications

• Must possess Grade (12) twelve and courses towards Level II Purchasing Management Association of Canada (PMAC), or Supply Management Technician (SMT) or be working towards a Journeyperson Parts status.
• Four (4) to five (5) years experience in a stores & materials management environment are required.
• Thorough knowledge of the specifications for mechanical repair and maintenance of vehicles, heavy equipment, heavy truck, and other inventoried materials. Preference will be given to experience in a municipal setting.
• Thorough knowledge of the principles and practices involved in inventory management.
• Considerable knowledge of receiving, stocking, tagging and issuing supplies in a computerized stores operation.
• Ability to analyse/inquire and determine the parts required to accomplish objectives in all types of situations.
• Knowledge of the use of computer technology and systems and its application in the areas of inventory management, materials.
• Knowledge of the tendering practices utilized by the City of Regina.
• Knowledge of the general rules and regulations of the Provincial Occupational Health and Safety Act and the City of Regina Occupational Health and Safety Manual.
• Ability to establish and maintain effective working relationships.
• Able to effectively assist in preparation and presentation of complex proposals in an oral or written form.
• Ability to analyze information and situations, document findings and recommend required changes.
• Skill and ability to utilize a computer and various Corporate software programs such as Windows, Microsoft Word and Excel, Oracle and M5 ASSETWORKS and ability to enter information using basic keyboarding skills.
• Ability to perform physical labour, including heavy lifting.

Working/Other Conditions

• May be required to work varying shifts and rotating weekends.
• Must possess a valid driver's license.
• Must possess or be able to obtain certification as a forklift operator.
• Must possess or be able to obtain WHMIS certificate

Physical working conditions include:

• Working on surfaces such as concrete, asphalt and metal stairs
• Sitting and standing for extended periods
• Frequent upper body movement and reaching overhead/over shoulder level for extended periods
• Frequent carrying and lifting and static pulling and pushing of up to 50 pounds

Possible environmental conditions:

• Diesel exhaust fumes
• Dusty
• Soaps, chemicals
• Diesel & lubrication products

Position Summary

This position is responsible to provide administrative, coordination, customer service, and logistics services and functions to support administrative work processes and duties for Parks, Recreation & Cultural Services. 

Key Duties & Responsibilities

• Provides reception/counter service, customer service, and first point of contact for department
• 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
• Makes logistical arrangements (books rooms, equipment, and resources) for meetings, events, travel and accommodations, and training and development
• Contacts applicants for pre-screening, books interview appointment, supports on-boarding process
• Responds to security requests and arranges building access
• Processes operational and transactional tasks and workflows (such as circulations, public notices, permits, licences, mail-outs (letters), web posts, cash payments/management, printing requisitions)
• Collects, opens, and distributes daily mail
• Prepares outgoing mail and courier packages
• Composes, drafts, edits, proofreads, and formats correspondence, memos, and reports
• Updates procedures, manuals and standards and circulates revised documents
• Collects, assembles, and provides information packages—files, reports, correspondence, research and background materials
• Attends meetings, take minutes, and circulates draft
• 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
• Completes searches, inputs data, validates data, and generates reports and lists from various programs and applications
• Monitors office supply inventory, requisitions and purchases within limits of established authority (p-card, blanket agreements, and/or general stores)

Key Qualifications

• Completion of secondary school or equivalency plus job-related training and/or course work
• Minimum of one year of previous and on-the-job administrative and/or clerical experience
• Knowledge of office administration processes and customer/client services
• Knowledge of cash receipts, processing, and reconciliation practices
• Knowledge of area specific concepts and practices
• Knowledge of branch as well as the broader divisions/departments
• 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

Working/Other Conditions

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

The City of Regina is seeking a dedicated and detail-oriented Development Clerk to join the Servicing & Infrastructure Approval branch within Planning & Development Services department. In this role, you will provide essential administrative support, coordinate branch activities, and deliver exceptional customer service to support the branch’s engineering processes. If you thrive in a fast-paced environment and are passionate about contributing to the city's development projects, this is an exciting opportunity to be part of Regina’s growing community.

Key Duties & Responsibilities

• Responds to external and internal customer inquires through all contact channels, determines customer needs, identifies solutions, and escalates queries as required
• Reviews internal and external technical submissions for alignment with the branch’s scope of work and
• prepares engineering submissions including civil engineering drawings and modelling for distribution to the branch for comment.
• Compiles engineering comments on internal and external submissions and prepares letters and communications to the relevant customer.
• Receives applications for Infrastructure Works Agreements, including water and sewer connection agreements and surface works agreements. Evaluates applications for completeness, prepares draft agreements including initial review of engineering drawings for scope of work and permits for special conditions, processes agreement for execution by Director and distributes agreements to internal stakeholders.
• Receives and processes performance bonds and payments related to Infrastructure Works Agreements.
• Manages a complex database of branch data including Servicing Agreement files, Infrastructure Works files and other engineering submissions.
• Prepares infrastructure as-bult records for use by external Contractors on development projects.
• Actively monitors internal construction correspondence to ensure Contractors are complying with permit conditions and executed agreements. Coordinates external construction work with inspection team.
• Supports special and annual projects (new software)
• Processes operational and transactional tasks and workflows (circulations, public notices, permits, licences, mail-outs (letters), orders to comply, web posts, cash payments/management, print/microfiche requisitions)
• Composes, drafts, edits, proofreads, and formats correspondence, memos, and service requests responses
• Processes departmental invoices, journal vouchers, cash receipts, purchase/payment requisitions
• Accepts payments, processes receipts, reconciles and prepares weekly/monthly deposit
• Maintains filing systems in accordance with corporate records management policies and procedures
• Completes searches, inputs data, validates data, and generates reports and lists from programs and applications

Key Qualifications

• Completion of secondary school or equivalency plus job-related training and course work
• Minimum of nine months of previous and on-the-job administrative experience related to municipal
• infrastructure engineering, including experience with all of the following:
  • Municipal infrastructure records
  • Municipal construction agreements
  • Municipal servicing memos and models
  • compiling and proofreading technical engineering comments
• Must have experience with Bluebeam and Microsoft Access
• Knowledge of engineering principles and terminology plus office administration and customer/client services.
• Knowledge of municipal engineering agreement processes.
• Knowledge of cash receipts, processing, and reconciliation practices
• Knowledge is gained through on-the-job experience
• Knowledge of area specific concepts and practices
• Knowledge of branch as well as the broader divisions/departments
• 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 internal and external stakeholders to exchange engineering and application information

Working/Other Conditions

• Works in indoor office environment
• Exposure to stressful experiences/interaction with parties who are upset, angry, and/or emotionally charged

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.

Position Summary

The City of Regina is seeking a Utility Billing Clerk to join us for an 18-month opportunity!

Are you detail-oriented and passionate about accuracy? As a Utility Billing Clerk, you'll play a vital role in ensuring our utility bills are processed promptly and precisely. You'll accurately process utility transactions and meter reading/monetary adjustments in the CIS billing system, keeping us on track with our established billing schedule.

Additionally, this temporary position will have the unique opportunity to assist with the City’s AMI Water Meter Upgrade project. You will assist handling outbound and inbound calls to schedule installation appointments, upload letters for soft refusals, manage INFOR tasks by identifying and forwarding them for customer contact, and resolve service requests. Additionally, you will assign urgent field coverage to Water Attendants, Water Ops, and occasionally Locates, along with performing other similar duties as required.

If you thrive in a computerized environment and take pride in meticulous data handling, we want to hear from you!

Key Duties & Responsibilities

• Adheres to billing cycle timelines and adjusts processes as required.
• Processes and reviews meter readings and adjusts as required.
• Performs daily upload and download process for regular cycled meter readings, special final readings, electronic payments, and identifies reading errors.
• Conducts prework and prechecks review.
• Investigates and follows up on all reading exceptions and errors.
• Sets up and schedules bill printing e-bills calculation and distribution of bills.
• Identifies and distributes service order requests to the appropriate areas.
• Investigates and follows up on all service order request exceptions and errors.
• Processes move-in and move-out landlord and other related requests.
• Sets up services and accounts for new residential construction.
• Complete system calculations and adjustments as required.
• Supports the Service Regina water meter shop water attendants and meter readers with inquiries on obtaining meter readings and consumption comparison.
• Supports the operations regarding consumption data inquiries.
• Answers inquiries from customers financial service representatives and other city departments
• Completes template letters regarding utility billing status and creates correspondence regarding utility accounts.
• Performs investigations often resulting in adjustments.
• Processes electronic utility payments
• Maintains filing systems in accordance with branch procedure and corporate records management policies and procedures.
• Completes searches inputs data validates data and generates reports and lists from programs and applications.

Key Qualifications

• Completion of secondary school or equivalency plus business/office/Accounting administration courses
• Minimum of eighteen months of previous and on-the-job experience in business processes and customer/client service
• Knowledge of the computerized utility billing system.
• Knowledge of the computerized meter reading system.
• Knowledge of the statutory regulations and bylaws and other policies and procedures related to watersewer.
• Knowledge of standard accounting practices.
• Ability to accurately perform complex mathematical calculations.
• Ability to collect, organize and analyze data and make sound judgements.
• Ability to maintain attention to detail and meet deadlines while managing and prioritizing a heavy workload within time constraints.
• Ability to work independently with minimum instruction demonstrating initiative and sound decision making following established policies procedures and processes.
• Ability to establish and maintain effective working relationships.
• Demonstrated skill in the use of personal computers and Windows based software programs including Microsoft Word Excel and corporate applications such as CIS.