Job Description

Openings : Up to 3
Type of Posting: Internal & External
Location Name : City of Regina, Regina, Saskatchewan, CA
Date Posted : September 11, 2023
Closing Date: Open until filled.
Profession : Administrative & Support Services
Experience Level(s) : Entry-Level
Desired Employment Status : Casual up to 1 year
Job ID : 1713

Join the City of Regina as a Clerk Typist V! The team is hiring for up to 3 temporary, full-time opportunities! The hours of work are typically Monday through Friday, from 8:00 a.m.- 4:45 p.m. with an Earned Day Off, (EDO) once every three weeks!

In this role, you will be responsible for administrative, coordination, customer service, cashier duties, and logistics services and functions to support administrative work processes and duties for a work unit within the Citizen Services division.

Duties & Responsibilities:
Provide reception, customer service, and first point of contact for assigned work unit
Answer telephone, directs calls, take messages, direct visitors, make photocopies, scan, fax, file, print, label, and stuff envelopes, along with other clerical duties
Triage service requests and other incoming messages (in-person, telephone, email) for response and action including scheduling
Coordinate the flow of information/materials for meetings
Make logistical arrangements (confirms attendees, books rooms, equipment, and resources) for meetings, events, travel and accommodations, and training and development
Collect, open, and complete mail log, and distribute daily mail
Prepare regular and registered outgoing mail and courier packages
Compose, draft, edit, proofread, and format correspondence, memos, service requests responses, and reports
Update manuals and standards and circulates revised documents
Collect, assemble, and provide information packages\xe2\x80\x94file reports, correspondence, research and background materials
Attend meetings, take minutes, circulate drafts, and distribute final minutes
Respond to requests for information or materials from both internal and external stakeholders
Monitor office supply inventory, requisitions and purchases within limits of established authority (p-card, blanket agreements, and/or general stores)
Maintain filing systems in accordance with corporate records management policies and procedures
Complete searches, input data, validate data, and generate reports and lists from programs and applications

Knowledge, Skills & Abilities:
Knowledge of office administration processes and customer/client services
Knowledge of cash receipts, processing, and reconciliation practices
Knowledge of area specific concepts and practices
Knowledge of branch as well as the broader divisions/departments
Knowledge of relevant collective agreements, bylaws, policies and procedures, and legislation, including health and safety standards
Knowledge of job-related office productivity software, internet browsers and search engines, enterprise software, discipline-specific software, and technology devices
Provides front-line customer service where messages/responses may be met with frustration/rudeness
Interacts with staff and residents to exchange general information
Responds sensitively and appropriately to the needs of all customers/clients
Explains and exchanges administrative and other process information as well as policy and procedure information for work unit
Consults and follows policies, procedures, and processes
Prioritizes and adapts office activities in accordance with daily/weekly schedule within defined timelines/deadlines
Triages incoming telephones calls and emails
Provides ideas and suggestions to improve work processes
Contributes to a positive experience through provision of customer service and administrative services
Contributes to health, safety, and well-being self and others
Contributes to completion of work unit activities through completion of sequenced tasks/workflow
Contributes to financial stewardship through purchasing of and care of supplies, materials and equipment
Familiarizes new employees with tasks, duties, practices, and processes
Participates on ad hoc and/or other committees if requested
Participates in interviews and selection process if requested
Concentration and visual effort during composing, drafting, editing, and proofreading documents
Concentration and visual effort during data input, cross checks of information, and confirming data accuracy
Auditory effort during stakeholder interactions
Responds to interruptions to workflow that impact concentration demands
Education & Experience
Completion of secondary school or equivalency plus job-related training and/or course work
Minimum of nine months of previous and on-the-job administrative and/or clerical experience
What We Offer
Robust Benefits package after working 1907 hours, which includes Health/Dental/Basic Group Life, with optional Civic Pension Plan with Employer Contributions.
Supported educational programs to enhance employee knowledge and skills through our Educational Assistance Program. Options for Long-term learning programs to provide opportunities for employees to work towards a designation, degree, etc.,
50% off admission to City leisure facilities (Swimming, etc.),
An inclusive and diverse work culture

\xe2\x9c\x93 Note: Testing may be done to evaluate knowledge, skills and abilities.
\xe2\x9c\x93 Note: As per the City of Regina\'s Criminal Record Check Policy , the successful candidate is required to provide a satisfactory criminal record check.
\xe2\x9c\x93 Note: Successful candidates will be required to provide proof of acquired education.

Jurisdiction: CUPE Local 7
Division: Citizen Services
Hourly Salary: $22.07 - $26.43
Annual Salary: $42,079.00 - $50,392.00

The City of Regina acknowledges that we are on Treaty 4 Territory, and the traditional lands of the Cree, Saulteaux, Dakota, Nakota, Lakota, and the homeland of the M\xc3\xa9tis Nation.
We want to show our recognition and respect to the Nations and the ancestors of this territory, we are grateful for the privilege to be here, to co-exist. We recognize that much of the harms of the past have shaped our relationship; we are committed to our work of building trust. We hope for good and everlasting relationships to create true partnerships with Indigenous peoples.
Regina is committed to employment equity and accessibility. We encourage applications from members of equity-seeking communities including women, racialized and Indigenous persons, persons with disabilities and persons of all sexual orientations and gender identities/expressions.
Note: The City of Regina strives to provide reasonable access and accommodations throughout the application and selection process. If you would like to request an accommodation at any stage of the process, please note in your application or contact 306-777-7000.