Clerical Assistant III (temporary, up to 6 months) - Jobs in Guelph, ON

Job Description

About Our Organization:When you join the City of Guelph, you join a team of 2000 full and part-time employees who deliver services the community relies on every day. Together, we are bringing to life Guelph’s vision of an inclusive, connected, and prosperous city where we look after each other and our environment.As a regional top employer, the City of Guelph values its employees and offers competitive salaries, excellent benefit packages, opportunities for professional development, a healthy work-life balance, and many roles with flexible work options. Our corporate values are integrity, service, inclusion, wellness, and learning. Guelph is consistently ranked as one of the best places in Canada to live, work, and play—all good reasons to consider a career in this beautiful city.Job Summary:Resumes are being accepted for the position of Clerical Assistant III within the Facilities and Energy Management Department. Reporting to the Manager, Corporate Building Maintenance this position will provide customer service to city departments and assistance to Corporate Building maintenance field staff. Guided by the goals and objectives of the City of Guelph Corporate Strategic Plan and committed to the Corporate Values of integrity, service, inclusion, wellness and learning, the candidate will aid in the achievement of the Community Vision for an inclusive, connected, prosperous city.Your Role

• Maintain centralized call centre by providing excellent and timely customer service to both external and internal customers, via telephone, e-mail, website and in-person.
• Process and maintain work requests, work orders, requisitions, purchase orders, quotes, invoices, hold-backs and journal entries.
• Maintain electronic tracking/ log of customer complaints/ concerns.
• Prepare/coordinate payroll for hourly and salaried employees using support application systems.
• Coordinate and communicate on call service schedules and response reports.
• Perform daily clerical work, including phone system administration, centralized filing, distribution of information, record keeping, archiving project files, electronic files, manuals, documents and drawings.
• Assist in creating and maintaining a Preventative Maintenance program.
• Maintain asset database.
• Support budget variance and performance measurement reporting.
• Word processing and proofing of correspondence, editing Council staff reports and other documents.
• Prepare and record meeting agenda and minutes.
• Internet searching, information gathering, locating documents, monitoring of key internet sites.
• Gathering and collating statistics and presenting in various formats (pie charts, graphs, spreadsheets etc.).
• Prepare power point presentations.
• Maintains electronic ESA inspection records.
• Maintain stockroom and restock items as required.
• Maintain up to date contact lists and divisional correspondence tracking.
• Coordinate, track and maintain staff training.
• Perform other related duties as assigned.

Qualifications

• Experience related to the duties listed above, normally acquired through the completion of 1 year post secondary education and 2 - 3 years experience in accounting, bookkeeping, customer service and clerical duties. Candidates with an equivalent combination of education and experience may be considered.
• Excellent customer service skills with the ability to deal with the internal and external contacts in a courteous and efficient manner.
• Excellent data entry skills with the ability to work in an accurate and efficient manner; detail oriented with a high level of accuracy.
• Excellent organizational skills with the ability to work on your own and in a team environment.
• Excellent communications skills with the ability to communicate with all levels of staff, stakeholders and the general public.
• Intermediate skills in Microsoft Office (Word, Excel and Power Point), and web browsing.
• Experience with financial/payroll management systems (e.g. Oracle Utilities WAM (Synergen), JD Edwards, and/or Kronos) would be an asset.
• Knowledge of applicable Public Sector Accounting Board standards would be an asset.
• Self starter with excellent organizational skills.
• Knowledge of the Occupational Health and Safety Act.

Rate$27.07 - $33.24How to ApplyQualified applicants are invited to apply using our online application system by Thursday, March 23, 2023. Please note all applicants must complete the online questionnaire specific to this position at the time they submit their resume and cover letter in order to be considered. Proof of qualifications will be requested at the interview stage.The City of Guelph is an equal opportunity employer that values diversity in the workplace. We are therefore happy to accommodate any individual needs in keeping with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. If you require an accommodation in order to participate in the hiring process, please contact us to make your needs known in advance.Personal information collected through the recruitment process will be used solely to determine eligibility for employment. We thank all candidates in advance; however, only those being considered for an interview will be contacted.Quick Apply

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