Mail & Administrative Services Clerk

Summary of Duties:

Reporting to the Office Manager, Financial Management Services (FMS), the Mail and Administrative Services Clerk is responsible for providing administrative support and records management activities to the Financial Management Services department, and for processing, sorting and distributing all incoming and outgoing mail received at City Hall.

Duties and Responsibilities:

(These set out the principal functions of the position, and shall not be considered as a detailed description of all the work requirements.)

• Process daily incoming and outgoing mail for all City departments and distribute/pick up mail throughout City Hall.
• Process bulk mailings for FMS bills, meter cards, reminder and parking notices under strict deadlines.
• Process incoming and outgoing courier services for City Hall via online courier system. Track parcels, troubleshoot and resolve account discrepancies.
• Maintain mailing equipment, troubleshoot and liaise with supplier to resolve equipment issues.
• Order mailroom supplies (e.g. postage, envelopes) and act as City liaison with Canada Post.
• Requisition and maintain office photocopier and printer supplies for FMS; maintain related equipment.
• Organize departmental paper records using the multi-year retention requirements and identify opportunities for implementing file conversion methods (e.g. electronically scanning) to help address current and long-term storage needs.
• Prepare accurate logs, obtain approvals and ensure proper files are destroyed in accordance with retention requirements.
• Maintain the City’s supplier and vendor list, by making additions and updates and liaising with the suppliers as required to ensure data is complete and accurate.
• Assist the Purchasing team with the administration of the City’s Procurement Card (P-Card) program, and issuance of P-Cards.
• Support FMS with purchase requisitions.
• Perform other similar and related duties as required.

Positions Requirements:

• Grade 12 diploma or equivalent.
• One (1) year experience working in an administrative position.
• Knowledge of mail and courier processes and experience with operating related equipment is considered an asset.
• Previous experience in purchasing is considered an asset.
• Experience in records management is considered an asset.
• Demonstrated proficiency using Microsoft 365 applications.
• Excellent organizational skills and proven record-keeping abilities.
• Exceptional customer service and communication skills with the ability to work in a team environment and liaise with key internal and external business partners.
• Ability to meet the physical requirements of the job which includes sitting/standing for extended periods of time, climbing ladder and lifting up to 40lbs.
• Completion of Ministry of Labour Worker Health and Safety Awareness training.
• A demonstrated commitment to enhancing a safety culture.

CUPE 157 Pay Group 4 – Minimum $44,439 annually; Maximum $50,931 annually

Expected Work Location: City Hall

Hours of Work: Currently Monday-Friday 8:30am - 4:30pm

The City of St. Catharines is an equal opportunity employer committed to inclusive, barrier-free recruitment and selection processes and work environments. We will accommodate the needs of applicants under the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the recruitment and selection process. Please advise the Human Resources Division to ensure your accessibility needs are accommodated throughout this process.