Job Description

Openings : 1
Type of Posting: Internal & External
Location Name : City of Regina, Regina, Saskatchewan, CA
Date Posted : February 17, 2023
Closing Date: February 26, 2023
Profession : Administrative & Support Services
Experience Level(s) : Entry-Level
Desired Employment Status : Casual Fulltime Opportunity up to six (6) months
Education Level(s) : Completion of secondary school or equivalency plus job-related training and/or course work
Job ID : 1168
Position Summary
Responsible to provide administrative, coordination, customer service, and logistics services and functions to support administrative work processes and administrative duties for a work unit. Duties & Responsibilities Provides reception, customer service, and first point of contact for work unit Answers telephone, directs calls, takes messages, directs visitors, makes photocopies, scans, faxes, files, prints, labels, and stuffs envelopes, along with other clerical duties Triages services requests and other incoming messages (in-person, telephone, email) for response and action Coordinates the flow of information/materials for tenders and meetings Makes logistical arrangements (confirms attendees, books rooms, equipment, and resources) for meetings, tender openings, events, travel and accommodations, and training and development Monitors office equipment, troubleshoots, and places service/repair requests Attends meetings, take minutes, and circulates draft Collects, opens, receipts, completes mail log, and distributes daily mail and courier packages Prepares outgoing mail and courier packages Designs/prepares pamphlets/brochures/binders/forms Updates manuals and standards and circulates revised documents Responds to requests for information or materials from both internal and external stakeholders Maintains filing systems in accordance with corporate records management policies and procedures Processes departmental invoices, journal vouchers, cash receipts, and purchase/payment requisitions Monitors office supply inventory, requisitions and purchases within limits of established authority (p-card, blanket agreements, and/or general stores) Completes searches, inputs data, validates data, and generates reports and lists from programs and applications (vendor set up) Knowledge, Skills & Abilities Knowledge of office administration processes, procedures, and equipment plus 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
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 Working/Other Conditions Works in indoor office environment Uses keyboards, mouse, computers/tablet, and other technology devices Sits and stands with opportunity to change position Moves and carries objects/equipment/supplies/files and file boxes 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

\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: City Planning & Community Development
Department: Planning & Development Services
Hourly Salary: $21.51 - $25.76
Annual Salary: $41,011.00 - $49,114.00

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 contact Talent at 306-777-7550 or by email at Talent@regina.ca .