Business Office Clerk - Temporary Full-Time
We value our high quality of life and promote a clean, green, beautiful, and healthy community that provides economic opportunity, respects diversity, and provides affordable and safe neighbourhoods that are accessible to all.
The City of Thunder Bay is a place where art, culture and nature come together!
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Job Specific Information:
Should this temporary vacancy be filled by a regular full-time employee, seniority and benefits will continue in the normal manner and the regular employee will continue to maintain normal, full-time status for the duration of the appointment.
If it becomes known that the position is permanent, it will be reposted and filled in the normal fashion.
Job Description:
POSITION SUMMARY: Under the general supervision of the Supervisor, performs clerical and reception duties.
MAJOR RESPONSIBILITIES:
- Performs receptionist duties including, but not limited to, providing customer service by handling inquiries and assisting callers, and directing inquiries to appropriate staff.
- Performs general clerical duties including, but not limited to the following: opening and distributing mail; maintaining files, recording contact lists, ordering office supplies and photocopying; assists in the distribution of information as requested.
- Prepares, receives, processes, and validates invoices received or returned.
- Prepares, receives, and processes field purchase orders and purchase requisitions, payment authorization forms, and materials received reports; prepares outline agreement requisitions and capital requisitions for the process of call-off purchase orders, and assists in quality improvement initiatives as requested.
- Assists in room bookings for scheduled meetings, and transcribes and distributes meeting minutes, as required.
- Participates in entering data into document management system, as required.
- Sends out resident acceptance/refusal letters and sympathy cards to families when resident deceased.
- Provides backup to office staff according to organizational needs.
- Performs other such related duties as may be assigned.
QUALIFICATIONS:
Education/Experience:
- Secondary school graduation; or
- Equivalent combination of education and experience
Skills/Abilities:
- Ability to understand and interact with the residents is essential
- Ability to communicate effectively and concisely, both orally and in writing
- Ability to establish and maintain effective working relations with superiors, co-workers, residents, families and the public
- Ability to work independently and as a member of a team
- Self-starter with proven organizational skills
- Must be at a basic skill level in word processing, an intermediate skill level in spreadsheet software and must possess basic on-line data entry skills
Assets:
- Knowledge of archiving software
CONDITIONS OF EMPLOYMENT:
- Must have successfully undergone a "two step" tuberculosis skin test within the 12 months prior to employment
- Prior to commencing employment, will be required to review and attest/affirm to all Pioneer Ridge Staff Immunization Policies
- Must undergo a successful Police Vulnerable Sector Check (PVSC)
General Information:
As an equal opportunity employer, the City of Thunder Bay encourages applications from Indigenous peoples, persons with disabilities, members of visible minority groups and women.
ONTARIO HUMAN RIGHTS CODE: It is a contravention of the Human Rights Code of Ontario to discriminate on the basis of: race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, marital status, family status, disability, age, record of offences, gender identity or gender expression. Therefore, a resume submitted to the City must not include references to any of the above characteristics. Do not include:
- Photos
- Any certificates that have photo identification
- Driver’s licences
- Police records checks
Please do not submit your Criminal Record Check with your application.
ACCOMMODATION: Reasonable accommodations are available upon request for all parts of the recruitment process.
PRIVACY: Personal information on this form is collected under the authority of the Municipal Act, c. 302, as amended, and will be used to determine eligibility for employment. Questions about this collection of personal information should be directed to the Human Resources & Corporate Safety Division, 125 Syndicate Ave Suite 42, Thunder Bay, Ontario, P7E 6H8, Telephone: 625-3866
Application forms must reference the competition number and be submitted to Human Resources by 11:59 p.m. on the closing date.