Major Responsibilities:

• Prepares, researches, maintains and processes documents. Selects and presents data. Determines and corrects errors.
• Drafts correspondence. Inputs, updates and maintains data.
• Operates office equipment and computers utilizing a variety of software packages, applying speed and skill. Prepares presentation materials, forms etc. Utilizes layout, formatting and keyboarding skills using computer.
• Maintains filing and retrieval systems for records/documents.
• Receives documents/applications, invoices/monies from the public or other levels of government and ensures accuracy and completeness. Issues/completes receipts/documentation. Receives, balances and records payments and completes receipts.
• Assists and/or guides and/or checks work of other staff.
• Responds to inquiries requiring broad knowledge of the operational area/function.
• Co-ordinates meeting rooms, bookings and special requirements for meetings. Attends meeting, takes and transcribes minutes.
• Prepares, sorts, processes, collects, opens, distributes and delivers mail, cash, bank deposits.
• Monitors, orders and maintains supplies/resource materials for unit or other locations.

Key Qualifications:

Your application must describe your qualifications as they relate to:

• Considerable experience using computers & various software packages such as Microsoft Office Suite (i.e. Microsoft Word, Excel, Access, Outlook), e-mail and other software applications relevant to supporting the Division (e.g. SAP )

• Considerable experience performing various clerical and administrative support functions (i.e. creating and formatting documents, reports, charts, spreadsheets and presentations).

• Experience working with various filing systems and the management of large volumes of information both hard copy and electronic.

• Experience working in a customer service environment with good interpersonal and conflict management skills, dealing effectively with all levels of staff, the public and external contacts in person, by telephone and in writing.
  

You must also have:

• Excellent verbal and written communication skills.
• Excellent telephone/reception skills with the ability to type/keyboard at a fair rate of speed, and accuracy.
• Ability to operate multi-function photocopying machine, fax, etc.
• Good interpersonal skills and conflict management skills, with the ability to work in a customer service oriented environment and interact with clients, staff, community agencies, vendors and the general public in an efficient and diplomatic manner.
• Ability to plan, organize and manage work with minimal supervision and complete a number of tasks/assignments simultaneously with accuracy and detail.
• Ability to handle confidential and sensitive information with discretion and tact.
• Knowledge of Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and Personal Health Information Protection Act (PHIPA).