City of Markham Looking for Administrative Clerk at Markham, Ontario, Canada Full Time

The City of Markham is proud to be recognized for the 3 rd consecutive year as one of Canada’s Best Employers, and ranked in the top three for Government Services by Forbes and Statista Inc! The City of Markham is a dynamic and change-oriented leader that stands out from other Canadian municipalities. The recipient of multiple environmental awards, we are recognized for our innovative sustainability and urban planning initiatives as much as for our fiscal accountability. More than 353,000 residents call Markham home and benefit from our rich heritage, culturally diverse environment, vibrant local economy and focus on quality of life.

Applications are now being accepted for the regular full-time Administrative Clerk in the Operations Department, Community Services Commission. While all applications will be received, current members of CUPE Local 905 (Inside Workers) will receive first consideration. To apply for this position, please submit your cover letter and resume on-line by January 24, 2024.

Job Summary

To provide excellent customer service to our internal and external clients, addressing and resolving their needs and concerns; To provide support to the four divisions within the Operations Department – Roads & Fleet, Parks, Horticulture & Forestry, Utility & Right of Way and Business Operations.

Key Duties And Responsibilities

• Handle escalated Active Citizen Response (ACRs), phone calls and staff requests
• Respond to and assist external customers with inquiries (front counter, phones, e-mails) regarding but not limited to road occupancy, curb cut permits information.
• Monitor departmental email account for external notifications and permit applications e.g. Road Occupancy Applications, Roads Deposit Refunds and other inquiries; direct them to appropriate group for immediate attention
• Update Tree Keeper, ACR and Arc GIS for Forestry inspections and status updates
• Liaise with Managers, Supervisors, Working Supervisors, where needed
• Process Point of Sale (P.O.S.) cashiering system transactions e.g. Road Occupancy Permits
• Distribute Roads, Parks and Fleet standby notifications weekly
• Communicate pertinent information to staff (i.e. road closures, construction information from other departments).
• Windrow Clearing Assistance Program: Generate weekly activity lists for the winter operations contractors. Liaise with Supervisors, Working Supervisors and Contact Centre staff.
• Create on-call schedules and work shifts for winter operations along with equipment and plow route information.
• Maintain and update winter operations notification template
• Review and reconcile records for City’s senior windrow program to ensure accurate information for service delivery and cost calculation
• Update the department’s information on electronic information board (EIB) and portal.
• Design, create or modify, solve problems on existing spreadsheets; Set-up formulas to tackle complex calculations for cost estimates and budget controls
• Process invoices, timesheets for winter contracts, set-up of account and contract tracking sheets; Reconcile accounts
• Coordinate and monitor claims to ensure staff reports are provided timely. Update Claims tracking document
• Complete and obtain approval for new staff ITS Acquisition and System Access forms. Security/Identification Card Request, Signing Authority form.
• Maintain departmental uniform database/ records and organized ordering
• Order office supplies, business cards; Receive and inspect deliveries for accuracy. Track back orders and/or discrepancies directly on the packing slip
• Organize large mail outs and printing e.g. notices, survey
• Process incoming mail and distribution to staff
• Coordinate boardroom schedules and zoom meeting bookings
• Trouble shooting daily contract sheets, software/network, phone system, printer issues; Organize printer repairs
• Update job posting bulletin boards
• Provide administrative support to department e.g. inter-office event set-up, minute taking, typing correspondence, faxing, copying/scanning, boot allowance
• Maintain departmental files for departmental documentation, and/or scan documents for electronic filing. Create new file folders as needed. Liaise with departmental staff
• Other duties as assigned

Minimum Education And Experience Required

• High school diploma or equivalent plus additional relevant courses (e.g. customer service, business administration, advanced excel, MS Office and accounting principles.
• Minimum three years related experience in an operational, customer service and unionized office environment;
• Advanced computer skills (Microsoft suites – word, excel, access, powerpoint, outlook), spreadsheets, database
• Ability to work concurrently on multiple tasks/assignments, meet regular deadlines independently and in a team environment.
• Ability to extrapolate pertinent information from various forms for complete and accurate data entry into other databases / spreadsheets.

Solid understanding and knowledge of:

• Point of Sale (P.O.S.) system – process/policy involving collection of payments for permits & fees considered an asset
• Cayenta system for processing of invoices and account reconciliation
• ACR for customer inquiries
• Human Resources policy in relation to processing and tracking of boot and tool allowances

CORE BEHAVIOURS

• Service Excellence: Meets or exceeds service standards when interacting with customers in the community and in the organization.
• Change & Innovation: Responds positively and professionally to change and helps others through change.
• Teamwork & Relationship Building: Interacts with others in an inclusive, collaborative and respectful way that creates effective working relationships.
• Communication: Communicates in a clear, professional and respectful way; demonstrates active listening.
• Accountable & Results Oriented: Demonstrates ethical behaviour and accountability, aligns with City values, and abides by relevant policies and legislation.
• Management & Leadership: Demonstrates self-management, professionalism and engagement; leads by example.

The City of Markham is committed to inclusive, accessible, and barrier free employment practices and to creating a workplace that reflects and supports the diversity of the community we serve. Please let us know if you require an accommodation and we will work with you to ensure a barrier free hiring process.

We thank all applicants who have applied. However, only those applications selected for an interview will be contacted.