Administrative Assistant / Provincial Offences Act (POA) Clerk (CUPE) - Internal

Description

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City of Kenora

Internal Job Posting

Job Title: Administrative Assistant/Provincial Offences Act (POA) Clerk

Division: Clerks/Enforcement

Location: City Hall

Salary: $31.24/hr

Benefits: In accordance with Collective Agreement

Hours of Work: 37.5 hours per week

Position Status: 1 regular, full-time. This is an existing vacancy.

Posted: May 11,

Closing Date: May 19,

Reporting to the Deputy Clerk, the Administrative Assistant/POA Clerk position will receive direction and work assignments on specific jobs and tasks/projects. They will perform routine clerical, administrative, general accounting and data processing work in the Provincial Offences Office. They will also perform Courtroom Clerk and Monitor Duties. It is imperative that these services be provided in an effective, detailed and efficient manner, enabling a high level of customer service delivery. Maintaining a cooperative and harmonious work environment with coworkers is essential.

Administrative Assistant Responsibilities

• Responsible for providing administrative assistance and direct administrative support, including assisting with the composition, preparation and research of issues/reports/ correspondence/ presentations, including those of a sensitive and confidential nature.
• Prepares and communicates notices of meetings, agendas, minutes, etc. and acts as committee secretary as required.
• Maintains a calendar of activities ensuring that all material required is prepared and circulated in advance, and all arrangements are scheduled and coordinated.

POA Clerk Responsibilities

• Develops and maintains familiarity with Provincial Offences administration to ensure that effective support can be provided, and in order to deal effectively with customers, communications and contacts.
• Accepts and verifies tickets and information for filing from enforcement agencies.
• Data entry of tickets and information into the ICON system.
• Process payments and retrieve information through ICON system, based on requests and inquiries by the defendants and their agents.
• Balances all daily payments including cash, cheques, debit and credit cards. Performs reconciliation and bank close on ICON at end of day as required.
• Performs courtroom clerk/monitor duties including courtroom equipment set up/take down, data recording/entry and managing virtual attendees via Zoom during court proceedings, court opening/closing/swearing in/arraignment, endorsing court documents, preparation and updating of court docket.
• Other related duties as assigned

Qualifications:

• Grade 12 Diploma or equivalent
• A Legal Administration Assistant certificate (1 year) or at a minimum of the completion of the first two years of a Legal Administration Assistant Diploma is beneficial
• A minimum of three years computer related experience in a work environment
• A minimum of two years' work related cash experience in a customer service related work environment, including processing debit and credit card transactions
• Experience preparing agendas, minutes, letters, and memos accurately and error free.
• High level of expertise in all areas of modern office practice and procedures.
• Municipal experience or related knowledge of municipal workings would be considered an asset.
• Valid Class "G" Driver's License with a clean driving record, the position may require independent travel to other City Buildings.

The City of Kenora is an equal opportunity Employer and committed to building a workforce that reflects the rich diversity of the community we serve. We encourage applications from all qualified individuals including members of groups with historical and/or current barriers to equitable employment, including but not limited to, Indigenous Peoples, members of racialized communities or visible minorities, persons with visible and/or invisible disabilities, diverse sexual and gender identities, orientations and/or expressions, and others who may contribute to the further diversification of ideas.

The City of Kenora is committed to providing accommodation in all aspects of the recruitment and selection process in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). If you require an accommodation, please advise the Human Resources department in advance to ensure your participation in the recruitment and selection process.

Personal information is collected under the authority of the Municipal Freedom of Information and Protection of Privacy Act and is used to determine eligibility for potential employment.

We thank all candidates for their interest, however only those selected for an interview will be contacted.

Accommodations are available for all parts of the recruitment process.

Applicants need to make their needs known in advance.