Secretary/Receptionist EX22-752

Posting date: June 20, 2022

Job Title: Secretary/Receptionist

Number of Vacancies: 1

Posting number: EX22-752

Status: Permanent position

Hours of Work: 70 hours bi-weekly

Shift Work Required: No

Range of Pay: $25.66 to $30.03 per hour

Start date: To follow selection process

Initial Reporting Location: Frobisher Depot
Eligible to Work from Home: No

Division: Infrastructure Capital Planning
Department: Growth and Infrastructure

Duties:  Under the general supervision of the Co-ordinator of Infrastructure Capital Planning and general guidance of the division’s managerial staff.

  1. Act as receptionist and perform routine administrative and clerical work for the Division’s managerial staff.
  2. Screen incoming mail and direct to appropriate staff for comment; prepare, reply and relay information as required.
  3. Arrange appointments, co-ordinate and schedule meetings; prepare agendas; take and transcribe minutes of meetings as required.
  4. Type letters, memos and various reports and documents, and ensure work is free of spelling and grammatical errors; create presentations; assemble and distribute various documents, compile background material for meetings.
  5. Compose and prepare routine correspondence where required.
  6. Input completed work orders and other pertinent data into relevant databases.
  7. Input data into and retrieve information from CRM and Cityworks regarding maintenance and customer service requests.
  8. Type and format Council/Committee reports in eScribe Online.
  9. Maintain certification and training records.
  10. Compile, prepare and report on project data (Salt Management).
  11. Preparation of contract documents for the Division.
  12. Maintain and update manuals as required.
  13. Provide information to councillors, staff and general public as required.
  14. Order and maintain adequate stock of office supplies; prepare requisitions and purchase orders as assigned.
  15. Assist with payroll duties; maintain attendance records and vacation schedules as assigned.
  16. Respond to and co-ordinate investigation of various requests for services.  
  17. Co-ordinate the payments for services and billings; prepare and maintain accounting information for municipal services; co-ordinate the application for provincial grants.
  18. Liaise with other CGS Departments on matters relevant to the Division.
  19. Maintain filing systems including electronic records and an appropriate “Bring Forward” system.
  20. Make travel arrangements and ensure that expense claims are processed according to procedure as assigned.
  21. Create and update spreadsheets.
  22. Prepare and process requisitions for materials and supplies.
  23. Assist secretarial/clerical staff during periods of vacation, overload or absence.
  24. Develop and maintain a thorough working knowledge of CGS's Safety Manual and the applicable Provincial Legislation listed therein.
  25. Perform other related duties as required.

Qualifications:

  • Successful completion of Secondary School (Grade XII) Education.
  • Over two and one half (2½) years up to and including five (5) years of directly related and responsible experience.
  • Demonstrate ability related to microcomputer software and administrative systems in a Windows environment (e.g., file maintenance, word processing, spreadsheet applications, information input and retrieval).
  • Demonstrate ability to take dictation with shorthand/speedwriting.
  • Demonstrate organizational ability and attention to detailed work.
  • Demonstrate ability to work in a high paced, multi-tasked, and team environment.
  • Demonstrate courteous and effective interpersonal and communication skills.
  • Knowledge of road maintenance operational practices and engineering terminology would be considered an asset.
  • Knowledge of construction practices, municipal drains process, and engineering terminology would be considered an asset.
  • Excellent use of English; verbally and in writing.
  • French verbal and written skills an asset.
  • Satisfactory health, attendance and former employment history.
  • Must be physically capable of operating a vehicle safely, possess a valid driver's licence, have an acceptable driving record, and personal insurance coverage.

How to Apply:

Résumés quoting EX22-752 are invited and will be received by the City of Greater Sudbury’s Human Resources and Organizational Development Division, by e-mail at hrjobs@greatersudbury.ca or fax at 705-688-3979, for the above noted position until 4:30 p.m. on Monday, July 4, 2022.  Any application received after this deadline will not be considered.

For further instructions on how to apply to this position, please visit our How to Apply section.

All City of Greater Sudbury employees are required to be fully vaccinated as a condition of hire in accordance with the City's mandatory Vaccination Policy. Please do not submit your proof of vaccination with your resume. This information will only be required if you are selected as the candidate of choice.

All applicants are thanked for their interest in this position.  Only those selected for an interview will be contacted.  If contacted, and you require a disability related accommodation in order to participate in the recruitment process you must advise the Hiring Manager.

The City of Greater Sudbury has launched a survey to understand what prospective employees are looking for from an employer. Please take a few minutes to provide us with your input. Your responses will be anonymous. Thank you in advance for your participation in the survey!

The City of Greater Sudbury is dedicated to maintaining a fair and equitable work environment,  and are happy to hire qualified (including education credential) applicants from anywhere. In order to hire a candidate one must be legally entitled to work in Canada, with legally entitled being defined as having all of the necessary paperwork processed, approved and responded to, by way of a work permit being issued and received.  Personal information submitted will be used for the purpose of determining suitability for this competition only in accordance with The Municipal Freedom of Information and Protection of Privacy Act.