Records Clerk

Description:

This position is not eligible to work remotely .

Characteristic Duties: Under the general supervision of the Administrative Assistant to the Director of Linear Infrastructure Services and general guidance of the division’s managerial staff.

1. Act as receptionist and perform routine administrative and clerical work for the Division’s managerial staff.
2. Dispatch calls on two-way radio.
3. Screen incoming mail and direct to appropriate staff for comment; prepare, reply and relay information as required.
4. Arrange appointments, co-ordinate and schedule meetings; prepare agendas; take and transcribe minutes of meetings as required.
5. Notify appropriate services, including 311, about system and service disruptions (e.g. inspections, hydrants out of order, traffic detours, watermain cleaning programs, etc.).
6. Type letters, memos and various reports and documents and ensure work is free of spelling and grammatical errors; create presentations; assemble and distribute various documents.
7. Compose and prepare routine correspondence where required.
8. Process work orders, prepare invoices and monthly/annual reports.
9. Maintain and update manuals as required.
10. Provide information to councillors, staff and general public as required.
11. Schedule appointments with customers requesting service and maintain related records.
12. Order and maintain adequate stock of office supplies; prepare requisitions and purchase orders as assigned.
13. Assist with payroll duties, maintain attendance records and vacation schedules as assigned.
14. Audit crew cards.
15. Input completed work orders and other pertinent data into the CMMS/WMS database.
16. Input into and retrieve information from ACR and Cityworks regarding maintenance and customer service requests.
17. Update MSDS hard copies and database for internet-based MSDS system.
18. Liaise with other CGS Departments on matters relevant to the Division.
19. Maintain filing systems including electronic records and appropriate “Bring Forward” procedures as required.
20. Assist secretarial/clerical staff during periods of vacation, overload or absence.
21. Maintain certification and training records.
22. Process internal job postings.
23. Develop and maintain a thorough working knowledge of CGS's Safety Manual and the applicable Provincial Legislation listed therein.
24. Perform other related duties as required.

Qualifications:

• Successful completion of Secondary School (Grade XII) Education.
• At least three (3) years of directly related and responsible experience.
• Demonstrate keyboarding (a minimum of 40 words per minute) and word processing skills.
• Demonstrate interpersonal skills in dealing with the public, staff and outside agencies in a courteous and effective manner.
• Demonstrate ability related to microcomputer software and administrative systems in a Windows environment (e.g. file maintenance, word processing, spreadsheet applications, information input and retrieval).
• Demonstrate ability to work in a high paced, multi-tasked and team environment.
• Demonstrate organizational ability and attention to detailed work.
• Knowledge in the operation of telecommunication equipment.
• Knowledge of water/wastewater practices and engineering terminology would be considered an asset.
• Excellent use of English; verbally and in writing.
• French verbal and written skills an asset.
• Satisfactory health, attendance and former employment history.
• Must be physically capable of operating a vehicle safely, possess a valid driver's licence, have an acceptable driving record, and personal insurance coverage.