Community Initiatives And Partnerships Administrative Clerk

Section:Community Initiatives and Partnerships
Division: Leisure Services
Department: Community Development
Initial Reporting Location: Tom Davies Square

Job Status: Limited Position (Special Project)
Estimated Probable Duration: Two (2) Years
Affiliation: Inside Unit
Hours of Work: 70 hours bi-weekly
Shift Work Required: No
Range of Pay: Group 6 - $25.64 to $30.15 per hour (subject to review)

The start date will follow the selection process.

This position is eligible to work remotely on a part-time basis.

Characteristic Duties: Under the general supervision of the Manager of Community Initiatives and Partnerships.

1. Act as the main point of contact for general enquiries and information from citizens, community groups, internal stakeholders, and Council (e.g., by phone, email, or other methods of correspondence).
2. Respond to and resolve minor complaints, escalating concerns when necessary to the appropriate contact within the section.
3. Compose, design, and create flyers, newsletters, e-communications, and bulletins.
4. Provide administrative and clerical support to the Manager of Community Initiatives and Partnerships or designate (e.g., p-card reconciliation, coordinate meetings, prepare material, drafting/typing various correspondence, etc.).
5. Responsible for the maintenance and ordering of adequate office supplies.
6. Maintain attendance records, timesheets, annual vacation schedules; prepare and distribute all corresponding human resources and/or payroll forms for the section.
7. Act as the Learning Management System (LMS) Administrator for the section. Enter, remove, monitor, and maintain new and existing employee training records in LMS and prepare reports.
8. Prepare and input payroll exception reports.
9. Process leisure and recreational facility bookings, program registrations, payments and refunds when required.
10. Maintain website content information for the section.
11. Prepare and process requisitions, invoice, and purchase order for section programs and events.
12. Establish and maintain a master online shared filing system and contact lists for the section.
13. Complete applications, reporting, tracking and correspondence for a variety of grant programs, community-led projects, memorial donations, gifts, and special events, etc.
14. Responsible for all travel arrangements for the section and ensure that expense claims are processed through the Finance division.
15. Assist the public with the application process for various events and organizations.
16. Liaise with other departments and community stakeholders on matters relating to the section.
17. Perform required administrative duties for special committees and advisory panels as required (e.g., general administration and recording secretary functions).
18. Support external research for new initiatives being explored as required.
19. Assist other secretarial/clerical staff within the division during period of overload, vacation, or absence.
20. Develop and maintain a thorough working knowledge of CGS’s Safety Manual and the applicable provincial legislation listed therein.
21. Perform other related duties as required.

Qualifications:

• Successful completion of secondary school (grade XII) education with an additional one (1) year of post-secondary education in a related discipline (e.g., Office Administration, Business Administration) from a recognized College with Canadian accreditation
• Over one (1) year up to and including two and one-half (2½) years of related experience in a similar role with a strong focus on customer service.
• Satisfactory keyboarding skills.
• Ability to work with computer software and administrative systems in a Windows environment (e.g., file maintenance, word processing, spreadsheet applications, presentation software, information input and retrieval, etc.).
• Demonstrate organizational and administrative skills, and ability to exercise judgement in procedures and methods used.
• Demonstrate interpersonal and communication skills in dealing with Councillors, the public, staff, and outside organizations in a courteous and effective manner.
• Excellent use of English; verbally and in writing.
• French verbal and written skills an asset.
• Satisfactory health, attendance, and former employment history.

If you are viewing this job posting through a website other than the City of Greater Sudbury's, please visit www.greatersudbury.ca/jobs to apply online.

We must receive your resume before 11:59 p.m. on Wednesday, March 27, 2024. For those providing a French language resume, please also include an English version.

• Follow the step by step application process.
• Ensure you attached a cover letter and resume. Acceptable file types are:
  • .doc
  • .docx
  • .txt
  • .pdf
  • .rtf
• Upon submission of your application, you will get a confirmation on the screen that your application has been successfully submitted. You will also receive an e-mail confirmation to the e-mail address on your profile.

All applicants are thanked for their interest in this position. Only those selected for an interview will be contacted. If contacted, and you require a disability related accommodation in order to participate in the recruitment process you must advise the Hiring Manager.

Live outside Canada or new to Canada?
The City of Greater Sudbury is dedicated to maintaining a fair, inclusive, and equitable work environment and our City welcomes qualified applicants from anywhere. To learn more about working in Canada, visit this webpage: Applicants Living Outside of Canada (greatersudbury.ca)

Contact Us:
For technical difficulties, issues, questions or accommodations with an application made online email myJOBS@greatersudbury.ca