Under the general direction of the Senior Clerk, of Recreation Services, the Clerk C provides support and guidance for clerical and administrative support for the Division and is responsible for team issues tracking, the preparation of confidential correspondence, reports, graphic presentations, data compilation and entry.
As the Clerk C, you will:
- Performs specialized/advanced duties in a defined functional or program area involving a wide variety of problems or situations including supervisory issues/problems.
- Recommends adapting existing guidelines, instructions or practices to resolve operating problems or to develop more efficient processing procedures.
- May supervise junior staff providing guidance, planning and scheduling, assigning and verifying work, vacation, training, etc.
- Performs all phases of a program/function and obtains and correlates information from a variety of sources.
- Sets own priorities and work methods within established policies and procedures.
- Plans and carries out the work and handles problems and deviations in accordance with established instructions, priorities, policies, commitments and program goals, and accepted practices in the occupation.
- Deals with sensitive issues in accordance with established procedures and standards including developing suitable alternatives.
- Explains policies/procedures including history of same to customers and other staff.
- Performs specialized tasks that require independent research and compilation.
- Coordinates both politically and time sensitive departmental wide information gathering/dissemination e.g. records and reports requests for RIS, FIPPA/PHIA.
- Maintains and updates tracking system, including searching, reviewing and compiling pertinent information for data input, utilizing Department database systems (MasterCard, School Permits, Fee Assistance Program, Fit Together Program, etc).
- Provides support, training and guidance to clerical team responsible for customer service information regarding recreation programs and services. Maintains and monitors monthly financial reports.
- Provide basic day-to-day administrative support duties as required (i.e., photocopying; materials, equipment, and supply renewal; faxing; printing; filing; mail; etc.)
- Attend meetings and prepare minutes of same.
- Develop and maintain a system of current issues being dealt with by the Clerical Team.
- Assist other divisional Coordinators as required.
Your education and qualifications include:
- High School graduation or equivalent.
- Formalized education such as a college diploma or basic arts degree would be an asset (University, College or Business College program).
- Experience in note taking and preparing reports, meeting minutes, memos and letters.
- Experience in records management.
- Demonstrated experience to develop, implement, organize, and maintain electronic workflow, deadline control, and tracking systems.
- Experience managing electronic calendars/schedules.
- Strong interpersonal and verbal communication skills with the ability to resolve conflict.
- Effective written communication skills with the ability to present information in a clear and concise manner using correct grammar and punctuation.
- Ability to manage time effectively and efficiently to meet strict deadlines.
- Demonstrated experience multi-tasking in a fast paced environment.
- Strong organizational skills with the ability to prioritize workload.
- Demonstrated skills working independently and in a team environment.
- Demonstrated ability to deal discreetly with highly confidential matters.
- Ability to type accurately at 40 w.p.m.
- Proficiency (Advanced) in Microsoft Office (Excel, Word and PowerPoint).
- Good working knowledge of the operations and responsibilities of Civic departments, as well as the municipal political process.
- IMPORTANT: Applicants who have been educated outside of Canada must have education which is comparable to the minimum qualification in Canada. Applicants submitting foreign credentials require an official academic assessment report issued by a recognized Canadian assessment service https://www.canalliance.org/en/ at application.
Conditions of employment:
- The successful applicant must maintain legal eligibility to work in Canada. If the successful applicant possesses a work permit, it is their responsibility to ensure the permit remains valid.
- A Police Information Check (Vulnerable Sector) Satisfactory to the employer will be required from the applicant(s) or successful candidate(s), at their expense. To obtain a Police Information Check please visit www.winnipeg.ca/police.