Address
Form of work
SalaryEmployment Opportunity
Position:
Central Receptionist & Records Assistant
Start Date:
As soon as possible
Employment Status:
Full-time
Reporting To:
Manager of Legislative Services/Clerk
Union Affiliation:
Non-union
Posting Date:
January 18, 2024
Closing Date
February 9, 2024 at 4:30pm
Position Summary:
The County of Perth is seeking a self-motivated, highly organized individual to fulfill the role of Central Receptionist/Records Assistant. Reporting to the Manager of Legislative Services/Clerk, the Central Receptionist/Records Assistant is expected to perform reception and customer service duties at the County Courthouse as the first point of contact. The Central Receptionist/Records Assistant is responsible for administering and maintaining the County’s corporate records according to The Ontario Municipal Records Management Systems (TOMRMS), the Municipality’s Retention By-law, and established procedures.
Primary Responsibilities:
- Provide administrative support and reception support for the County of Perth, including greeting visitors and directing telephone calls to appropriate staff
- Maintain confidential customer information
- Provide support as required in co-ordination of County social functions and order lunches and refreshments for various meetings and other functions
- Assist with conference planning and registration of workshops, and other training events hosted by the County of Perth
- Process payments for various County fees
- Assist departmental Records Liaisons to comply with adopted records retention schedule and practices
- Assist with annual file destruction and support staff with all inactive files and records
- Ensure that all files and documents are easily accessible to all required users/public
- Ensure that all file rooms are well organized and function as designed
- Assist with providing staff support and training in records management practices
- Provide file maintenance, access, distribution, retrieval, retention, storage, disposal, and cross reference systems
- Input records management data to FileHold database
- Assemble shelving units and records boxes, shelve records, sort and categorize files; file and re-file records
- Satisfy requests for records (including research of records; photocopy material; prepare correspondence; re-file; etc.) arising through inquiries
- Prepare lists of records for Managers’ review and possible transfer to Stratford-Perth Archives
- Produce computer-generated reports and occasionally prepare reports for Clerk
- Stock, load, unload and deliver records and/or records supplies to various locations within the County
- Perform other related duties as assigned
Qualifications:
- Post-Secondary diploma in Office Administration or Business studies, or a combination of skill-specific training and education
- Knowledge of municipal government processes
- 2 years experience in a previous customer service or reception role
- Experience in Electronic Document and Records Management Systems and privacy legislation would be an asset
- Experience with The Ontario Municipal Records Management System (TOMRMS) would be an asset
- Demonstrated professional and ethical responsibility to protect privacy, use confidential information appropriately, treat sensitive situations with an appropriate degree of tact and discretion
- Demonstrated customer service and interpersonal skills to maintain cooperative/collaborative working relationships both in and outside of the organization
- Excellent time-management skills with the ability to prioritize workload and meet deadlines, and the ability to deal with multiple demands
- Excellent organizational and administrative skills with the ability to work independently and in a team environment
- Excellent written communication skills with attention to detail and accuracy
- Demonstrated ability to understand and abide by municipal policies and procedures
- Ability to maintain a high level of confidentiality
Shift:
Monday to Friday, 8:30 am to 4:30 pm (35 hours per week)
Salary Range:
$50,996.40-$59,677.80 (based on Perth County’s 2024 salary grid)
Our Benefits:
- Health and dental benefit coverage
- OMERS pension plan
- Flexible work arrangements
- Career development and training
- Employee and family assistance program
- Tuition assistance program
Interviews may be done virtually.
We thank all applicants for their interest and advise that only those candidates selected for an interview will be contacted. Personal information is collected under MFIPPA and is used to determine eligibility for potential employment. The County of Perth is an equal opportunity employer. Accommodations are available for all parts of the recruitment process. Applicants need to make their needs known in advance.
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