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|Position Title :
||Administration Support Clerk Operations
|Job Status :
|Internal Closing Date :
|Position Overview :
CITY OF ABBOTSFORD
CLASS TITLE: Administration Support Clerk - Operations
DATE: May 2014
1. NATURE AND SCOPE OF WORK
This is a varied and moderately complex clerical support role providing services in the City Operations Yard that requires a thorough knowledge of departmental procedures and policies. This position requires a self-motivated individual with a high degree of initiative and the ability to make good decisions regarding priorities in a fast paced, deadline-orientated work environment.
Considerable independent judgement and action is exercised in this position within departmental guidelines. Unique or complex policy situations are discussed and resolved with the assistance of the supervisor. A high degree of computer literacy and the desire to investigate efficient ways of providing customer service, or problem solving an issue, are essential.
The incumbent is accountable for prompt and accurate attention to the needs of the division to ensure excellent customer service, and quality assistance is provided to internal and external clients. The incumbent is responsible for the effective performance of diversified clerical duties with minimal supervision.
2. ILLUSTRATIVE EXAMPLES OF WORK
Answers the telephone and greets the public and staff courteously and professionally; sets up appointments, takes messages, logs complaints/requests for service and forwards calls as required; provides information on various departmental matters and policies.
Performs communication liaison between public, staff and emergency response agencies.
Processes incoming and outgoing correspondence, including postings, road closure notices, various records and reports.
Processes, coordinates and monitors hired equipment system ensuring compliance with City policies and procedures, including WorkSafe BC. Liaise for contractors and city staff, and process documentation for payment.
Prepares a variety of word processing documents such as reports, notices, letters, memos, forms; takes and transcribes minutes of meetings.
Obtains ICBC Insurance for fleet vehicles, assists with fleet vehicle reservations, processes Motor Vehicle Accident reports, and accurately updates and closes work orders.
Creates, coordinates, updates, monitors and transmits information required for related accounts receivable and accounts payable functions.
Performs data entry, retrieval, billing and monitoring tasks using various City computerized software programs.
Creates, monitors and maintains a variety of department records, statistical reports, forms, tables, spreadsheets and manuals; coordinate distribution as necessary.
Monitors SCADA alarms and follows procedures for logging events and notifying appropriate personnel and departments as necessary.
Collects monies and prepares receipts for sales, balances cash and forwards to Finance for processing; monitors petty cash.
Coordinates employee-related services such as flu shots, hearing tests, and other Occupational Health & Safety duties as required.
Assists with records management duties.
Performs other related duties as required.
3. REQUIRED KNOWLEDGE, ABILITIES AND SKILLS
Considerable knowledge of the applicable rules, regulations, policies and practices which govern activities and the ability to explain a variety of regulations, policy and procedures.
Excellent command and knowledge of business English, bookkeeping, office practices and procedures.
Extensive knowledge of corporate policy and functions of the City services and operations with a proven ability to survey research and perform statistical analysis.
Ability to take and transcribe minutes of meetings.
Ability to control and monitor cash flow procedures.
Ability to read and understand and interpret basic information on maps, plans and bylaws associated with the Engineering Department.
Organizational competency including the ability to prioritize workloads and work independently with minimal guidelines and supervision to meet deadlines.
Ability to communicate effectively and to exercise good judgement during public works emergencies.
Ability to maintain confidentiality, tact, and diplomacy in dealing with confidential matters.
Excellent communication skills and the ability to operate a 2-way radio giving clear instructions as well as the ability to follow verbal and written instructions.
Proficient in a variety of current computer applications including word processing, spreadsheets, and other applicable City applications.
4. REQUIRED EDUCATION, TRAINING AND EXPERIENCE
Grade 12 plus post-secondary courses in bookkeeping and computer software courses (word processing and spreadsheet applications).
A minimum of two years clerical and customer service experience using related computerized programs.
5. REQUIRED LICENSES, CERTIFICATES AND REGISTRATIONS
Valid BC Driver’s Licence