Administration Clerk

Position Summary

Under the supervision of the Coordinator, Transit Administration, an employee in this position performs varied clerical, administrative, and receptionist duties pertaining to day-to-day operations in the Transit Department. This is a casual position. Due to the nature of transit operations, the role requires coverage seven days per week during service hours, including early mornings, evenings, late-night shifts and Statutory Holidays. Work schedules will be assigned based on operational requirements.

Key Duties & Responsibilities

• Provide comprehensive administrative support, including preparing correspondence and reports, scheduling meetings, responding to inquiries, and recording meeting minutes.
• Deliver courteous and timely customer service to internal and external stakeholders through in person, telephone, and electronic communications.
• Manage departmental records and filing systems, including archiving, retrieving, coding, and maintaining paper and electronic documents.
• Coordinate incoming and outgoing mail, distribute correspondence, and maintain correspondence tracking logs.
• Receive, investigate, document, and respond to service requests, complaints, concerns, and compliments, ensuring timely resolution and follow up.
• Maintain operational databases and records, including Paratransit registrations, driver certifications, safety training, and incident reporting information.
• Prepare, analyze, and maintain statistical, auditing, revenue, ridership, collision, incident, and service request data using spreadsheets and databases.
• Process Paratransit applications, issue registration packages, prepare invoices, and maintain related records and databases.
• Manage office operations by maintaining equipment, monitoring inventory levels, ordering supplies, and coordinating uniform distribution.
• Provide clerical and administrative support for special projects and perform other related duties as required.

Key Qualifications

• Typically acquired through Grade 12 education, supplemented by office administration training, advanced computer skills, a minimum typing speed of 50 WPM, and two to three years of progressive administrative experience in a front line office environment.
• Comprehensive knowledge of modern office procedures, administrative practices, and office equipment operations.
• Advanced proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, Teams, and database management systems, with the ability to create and modify complex documents.
• Strong technical aptitude with various software applications, including email, records management, customer relationship management, and scheduling systems.
• Exceptional customer service skills with the ability to professionally address inquiries, concerns, complaints, and service requests.
• Demonstrated ability to communicate effectively both verbally and in writing while maintaining professionalism, tact, and courtesy.
• Strong organizational and multitasking abilities, with proven success prioritizing competing demands and meeting deadlines in a fast paced environment.
• High level of accuracy and attention to detail when maintaining records, compiling data, preparing reports, and updating databases.
• Ability to work independently, exercise sound judgment, and maintain strict confidentiality with sensitive information.
• Proven ability to learn and apply departmental policies, procedures, regulations, and operational requirements.

Working/Other Conditions

• Works in indoor office environment
• Uses keyboards, mouse, computers/tablet, and other technology devices
• Will be required to work non-standard hours / varying shifts, weekends, Statutory holidays
• Moves and carries objects/equipment/supplies/files and boxes
• Responds to and attends the door to greet visitors, receive deliveries, and provide assistance.
• Ability to lift up to 10 pounds and reach overhead.
• Ability to remain seated for extended periods of time.
• Position is required to work on-site; remote work is not available.

Additional Requirements:

• Successful candidates may be required to provide a satisfactory criminal record check per the City of Regina's Criminal Record Check Policy.
• Proof of education is required.
• Remote and In-person testing will be done to evaluate knowledge, skills and abilities.
• Additional assessments may be conducted to evaluate competencies, skills, and knowledge.

At City of Regina, we offer competitive compensation, health and wellness benefits, and growth through educational support and in-house courses. If you’re passionate about public service and making a difference, apply now! For detailed job descriptions, CBAs, and application tips, visit our . Note: Only applications submitted via our online application system are accepted