Office Clerk

POSITION DESCRIPTIONPOSITION TITLE Office Clerk
ACCOUNTABLE TO Executive Assistant
PRIMARY OBJECTIVE OF POSITION
The Office Clerk will play an important role as part of the municipality’s administrative team. Overseeing the front reception area, this position will be the first point of contact for citizens and ratepayers of the municipality. Duties will include answering phones and in-person inquiries, receipting payments, preparing tax certificates, maintaining, and updating the municipal website, and maintaining the office’s filing system. This position will help the Executive Assistant with various tasks when needed.

MAJOR AREAS OF PERFORMANCE

• Performs receptionist duties, such as answering phones and in-person inquiries, including re-direction.
• Receipts monies received, including all online bank payments from customers.
• Handles faxes and photocopies.
• Preparation of tax certificates.
• Maintains the municipal website, including updating municipal information and uploading documents.
• Responsible for drafting of communication notices, including community messages using the “Connects” messaging system.
• Responsible for inputting into the customer contact program.
• Assist Municipal Services Manager in the Municipal Safety Program.
• Assist Executive Assistant in arranging meetings for CAO.
• Responsible for location booking, food and refreshments for any municipal events.
• Maintains property information, including ownership changes and building permits data.
• Responsible for incoming and outgoing mail.
• Responsible for preparation and mailing or emailing of all bulk information to ratepayers.
• Assists with preparation and mailing of tax notices.
• Responsible for maintaining agreements and municipal policies (filing, scanning, numbering).
• Assist Executive Assistant in drafting approval letters.
• Under the guidance of the Executive Assistant be a key part in the permit process - lot grades, culverts, water and sewer (maintaining spreadsheet, accepting applications, communication with the municipal engineer).
• Accepts office deliveries and orders office supplies.
• Performs clerical duties including typing and data recording.
• Responsible for computer backups and answering machine.
• Responsible for maintaining filing system.
• Responsible for Canada Post Pick & Drop - parcel pickup, customers mailing out, the purchasing of stamps and envelopes.
• Assist in Rosser Cemetery plot purchases.
• Cleans and maintains supplies for photocopier and computer equipment.
• Assures the municipal office is maintained in a neat and orderly fashion.
• Performs other related duties as assigned.

Requirements

• Graduation from an applicable program (college computer, accounting technician, administrative program) or equivalent combination of training and experience.
• Excellent computer skills in database management, webpage posting and electronic communication software.
• Intermediate level ability to use Microsoft 365 (Word, Excel, Outlook).
• Excellent communication skills including the ability to effectively communicate verbally and in writing with a variety of stakeholders and members of the public.
• Proven ability to work closely with others.
• Proven organizational skills expertise including the ability to prioritize and work on concurrent assignments to meet deadlines in a fast-paced environment.
• Ability to act with initiative, discretion, and self-motivation; able to perform with little supervision.
• Class 5 driver’s license.
• Basic first aid and CPR Certification (or willingness to obtain).
• Ability to work flexible hours including weekends and evenings when required in a 37.5 hour work week.
• Must be able to work overtime as required.
• Must be legally entitled to work in Canada.

WAGE SCALE

$21.28 - $21.83 - $22.41 - $23.00 - $23.48

(entire wage scale increases by Council approved cost of living annually)

Applications must contain a resume, covering letter and three references. Application deadline is 4:00 pm on Friday, February 16, 2024. Only those candidates chosen for an interview will be contacted.

Please forward application marked “Application for Office Clerk” to Ashley Campbell, Executive Assistant at:

Fax: (204) 467-5958

Email: admin@rmofrosser.com

Job Type: Full-time

Salary: $21.28-$23.48 per hour

Expected hours: No less than 37.5 per week

Benefits:

• Dental care
• Paid time off
• Vision care

Schedule:

• Monday to Friday
• Weekends as needed

Experience:

• Administrative: 1 year (preferred)

Ability to Commute:

• Rosser, MB (required)

Work Location: In person