Job Description

Job Overview

We are seeking a dynamic and detail-oriented Administrative Clerk to join our team! This vital role offers an exciting opportunity to support daily office operations, provide exceptional customer service, and ensure smooth administrative workflows. As an energetic and proactive team member, you will handle a variety of clerical tasks, manage communication channels, and contribute to a well-organized office environment. Your enthusiasm and organizational skills will help us maintain efficiency and deliver outstanding support to colleagues and clients alike.

Responsibilities

Greet visitors at the front desk with professionalism and a friendly attitude, managing multi-line phone systems with excellent phone etiquette. Manage incoming calls, direct inquiries, and provide prompt customer support via phone or email. Perform data entry tasks accurately using Microsoft Office applications, Google Workspace tools, and QuickBooks for bookkeeping or financial record-keeping. Maintain organized filing systems--both physical and digital--to ensure quick retrieval of documents and records. Assist with calendar management, scheduling appointments, meetings, and coordinating events efficiently. Support office management activities such as ordering supplies, proofreading documents for accuracy, and managing correspondence. Provide clerical support including typing reports, proofreading communications, handling mail distribution, and ensuring all records are up-to-date.

Requirements

Proven office experience with strong organizational skills and attention to detail. Proficiency in Microsoft Office Suite (Word, Excel, Outlook), Google Workspace, and basic computer literacy. Experience with multi-line phone systems and excellent phone etiquette skills. Familiarity with QuickBooks or bookkeeping software is preferred. Bilingual abilities are a plus to assist diverse client needs effectively. Previous experience in customer service or as a receptionist (medical or dental receptionist experience is advantageous). Strong typing skills with the ability to perform data entry efficiently while maintaining accuracy. Excellent organizational skills with the ability to prioritize tasks effectively using time management techniques. Personal assistant or office management experience is beneficial but not required. Join us in creating a vibrant office environment where your administrative expertise makes a real difference! We value energetic professionals who thrive on organization, communication, and delivering exceptional support every day.

Position Overview

The Clerk 2 (ADM03) provides administrative, bookkeeping, and front-office support under the general direction of the Financial Services Officer. This role ensures efficient daily operations of the Area Office by preparing and verifying accounting documents, assisting clients with inquiries and permits, coordinating meetings and training sessions, and maintaining essential safety and operational records.

The position requires strong attention to detail, excellent customer service skills, and the ability to manage multiple administrative tasks in a fast-paced public sector environment.

Key Responsibilities1. Accounting & Financial Administration

Prepare, complete, and verify various accounting and bookkeeping documents. Assist in generating reports required by the Area Office. Process payments from clients accurately and in compliance with departmental standards. Support the Financial Services Officer with financial documentation and reconciliation tasks.

2. Front Desk & Client Services

Manage daily inquiries from clients, suppliers, and vendors via phone, email, and in person. Provide clear information regarding permits, procedures, and departmental services. Perform receptionist duties, including greeting visitors and directing them appropriately.

3. Administrative & Office Support

Maintain filing systems and ensure timely organization of documents. Assist with permits and client-related forms, ensuring accuracy and completeness. Prepare agendas, meeting notes, and communication materials for internal use.

4. Safety, Training & Operations Support

Maintain accurate documentation related to staff safety, training records, and operational activities. Coordinate staff training sessions including scheduling, booking locations, preparing agendas, and recording minutes. Organize meetings for the Area Manager and department staff, including logistics and attendee lists.

Qualifications & Experience

Prior administrative or clerical experience in government, public works, or a related office environment preferred. Experience in accounting or bookkeeping support is an asset. Strong proficiency in MS Office (Word, Excel, Outlook). Excellent organizational, communication, and customer service skills. Ability to handle confidential information with professionalism. Strong attention to detail and accuracy in documentation.
Job Types: Full-time, Permanent

Pay: Up to $18.00 per hour

Expected hours: 37.5 per week

Work Location: In person