General Job Responsibility
Administrative Clerk shall be responsible for providing administrative support to the Director of Corporate Services and other designated staff within the department. They act as the main staff resource person for the Corporate Services office as it relates to records management; coordinate / advocate occupational health and safety activities; assist with meeting preparation and support including acting as recording secretary for related committees (minutes); coordinate preparation and retention of bylaws and policies; undertakes research; coordinate training, workshops, and educational sessions for service group staff and members of the Joint Occupational Health and Safety Committee (JOSHC); assists the Director with administration of the Municipality’s Freedom of Information and Protection of Privacy (FOIPOP); and carries out other duties and responsibilities as may be assigned from time to time. This job description is a general outline of duties and responsibilities and is not meant to limit the employee’s initiative to expand or increase their work output subject to approval by their supervisor.
This position reports directly to the Director of Corporate Services.
Specific Job Responsibilities
1. Prepare JOSHC minutes and any accompanying documents within 5-7 business days following the meeting and distribute to the Co-Chairs for review and approval.
2. Receive, maintain, and ensure availability of all occupational health and safety documents including but not limited to worksite inspections, incident accident reports (in coordination with Human Resources), hazard reports, training records, labour orders and inspections, occupational health and safety plan.
3. Distribute / post approved minutes in accordance with legislative requirements and approved procedures.
4. Assist Co-Chairs with other JOHSC related items as needed.
5. Coordinate / assist managers and directors with development of new Standard Operating Procedures or Safe Work Procedures.
6. Organize all safety-related training, workshops, educational sessions, orientation sessions, and other knowledge gaining opportunities for staff and JOSHC members during the year.
7. Undertake activities to enhance awareness of occupational health and safety / champion and promote a safe work environment.
8. Provide administrative support to the Director of Corporate Services and the Manager of Protective Services when requested and within the purview of their roles and responsibilities including their statutory appointments (FOIPOP Administrator / Unsightly and Dangerous Premises Administrator).
9. When requested attends meetings of Council or committees to take minutes,notes, or other purposes to document required information for the future use of Corporate Services staff.
10. Assists the Director of Corporate Services with the preparation, compilation, copying, proof reading, editing, scanning, emailing, circulating, uploading to website, and filing with Municipal Affairs of reports, bylaws and policies as appropriate and directed.
11. Undertake projects and conduct research on behalf of Corporate Services staff as assigned.
12. Acts as the main staff resource person for the Corporate Services as it relates to records management, ensuring a system of documenting, filing, copying, retrieving, as well as preparing and issuing correspondence is maintained.
13. Train and participate as a staff member on the Regional Emergency Management Planning Committee and as an Emergency Operations Centre staff support person as designated.
14. Other reasonably related duties and responsibilities as may be assigned from time to time by the Director.
Qualifications and Expectations
Candidates for this position must possess a degree, diploma or certificate in business administration or administrative management or a suitable equivalent combination of educational requirements and lived experiences appropriate to the position. The candidate must have a minimum of three (3) years experience working in a public sector organization, with preference given to those whose experience is directly or indirectly working with a municipal or provincial government organization. Previous experience and familiarity with occupational health and safety would be considered an asset.
Due to the nature of this position, the employee must have exceptional reading, writing, and working knowledge of the principles and practices of modern public administration including rules of order, have a positive past working relationship with all staff, elected officials and the general public, be fluent with Microsoft 365 and be comfortable working in a time sensitive, fast-paced work environment, with high political and social media attention while maintaining confidentiality, often with short timelines. This position will occasionally require work outside of normal office hours including evenings and weekends.
Job Types: Permanent, Full-time
Salary: $50,000.00-$63,000.00 per year
Ability to commute/relocate:
Work Location: In person