Clerk's Services Assistant Job Sudbury area,Greater Sudbury Ontario Canada,Administrative/Clerical

Location: Greater Sudbury

Section: Clerk's Services

Division:Legal and Clerk's Services

Department:Office of the Chief Administrative Officer

Initial Reporting

Location:

Tom Davies Square

Job Status: Limited Position

Estimated Probable Duration: Up to Seven (7) months (Backfill of a Special Project - may be extended)

Number of Vacancies:1

Union Affiliation: CUPE 4705 Inside Unit

Hours of Work: 70 hours bi-weekly

Shift Work

Required:

Availability to regularly attend evening and weekend meetings

Range of Pay: Group 8 - $29.72 to $34.49 per hour

The start date will follow the selection process.

Main Function: Provide clerical and administrative support to Council, Committees and Clerk’s Services.

Characteristic: Under the general supervision of the Manager of Clerk’s Services/Deputy City Clerk.

Coordinate the administrative process and perform tasks associated with the preparation and distribution of open agendas, minutes, statutory notices and resulting correspondence for CGS Council and its Committees.

Attend all CGS Council and its Committee meetings as assigned.

Perform the duties of a Deputy Registrar, under the Vital Statistics Act, by virtue of appointment by the City Clerk, registering all death and stillbirth events occurring in CGS and District of Sudbury in accordance with Provincial legislation and issue burial permits and death registrations to funeral homes.

Prepare and forward original registration records on deaths and submit any necessary documentation regarding marriage licences to the Office of the Registrar General.

Review marriage licenses that have been issued in accordance with the Marriage Act, coordinate the booking of marriage ceremonies, perform pre-wedding meetings and prepare documentation for wedding ceremonies.

Respond to all in person, telephone, mail and e‑mail inquiries of a general nature related to the services provided by Clerk’s Services.

Perform clerical duties for Clerk’s Services including but not limited to supporting administrative processes related to Freedom of Information (FOI) requests, ordering and maintaining supplies, organizing booking of meeting rooms and public spaces and cash handling duties, as assigned.

Assist in records and file maintenance as well as statistics gathering and reporting.

Provide peer training to other CGS employees and Citizen Service Representatives and advise same of changes related to the services provided by Clerk’s Services, as assigned.

Act as a Commissioner of Oaths.

Perform election duties as assigned and as outlined in the Election Plan.

Develop and maintain a thorough working knowledge of CGS’s Safety Manual and the applicable Provincial Legislation listed therein.

Perform other related duties as directed.

Note:

The above duties are representative of a typical position and are not to be construed as all inclusive.

Qualifications

Education and Training

Successful completion of Secondary School (Grade XII) Education.

Experience

Over two and one-half (2½) up to and including five (5) years of related experience.

Other Requirements

Highly competent and demonstrated ability in recording minutes.
Demonstrate and proven ability related to computer software and administrative systems in a Windows environment, (e.g. files maintenance, word processing, computerized spreadsheet applications, information input and retrieval, etc.).
Demonstrate written communication skills
Demonstrate interpersonal skills in dealing with the public in a courteous and effective manner.
Highly developed and demonstrated organizational skills, including the ability to meet multiple strict and recurring deadlines.
Availability to regularly attend evening and weekend meetings.
Excellent use of English; verbally and in writing.
French verbal and written skills an asset.
Satisfactory health, attendance and former employment history.
May require the use of a personal or CGS vehicle on CGS business. Must be physically capable of operating a vehicle safely, possess a valid driver’s licence, have an acceptable driving record, and personal insurance coverage.

Notice to Job Applicants

Definition of "Assets" on Job Postings — A number of Job Postings will contain items described as "assets" under the Qualifications heading. By way of definition, assets are qualifications which are not required but are deemed to enhance performance and therefore considered in the recruitment process.

This job is also being posted as a development opportunity. Should there be no fully qualified candidate for this position, a candidate who can be expected to meet the required qualifications within a reasonable period of time may be considered for this position as a development opportunity.

Development opportunity range of pay: $28.88 to $33.80 per hour. The successful candidate will be paid at the reduced range until the minimum qualifications have been met.

Contact Us For technical difficulties, issues, questions or accommodations with an application made online email

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