Administrative services agent

at  Ville de MontRoyal

The work consists of performing, in one or more areas such as budget, personnel, counter service, records and other administrative and operational support activity, various tasks related to general office work.

REQUIREMENTS

The successful candidate will meet the following conditions:

• Have a high school diploma;
• Possess one (1) year of experience in a job that allows the incumbent to become familiar with the field of employment;
• Bilingualism (French and English*).
• Knowledge of English is a requirement due to potential interactions with the Town’s citizens.

KNOWLEDGE:

• arithmetic;
• methods of classification and record keeping;
• general office work;
• typing (for the posts the applicant).

SKILLS OR ABILITIES:

• to perform writing tasks;
• to write reports and regular correspondence;
• to exercise judgment, tact and courtesy;
• to operate office equipment.

• Maintains schedules, registers, indexes, files, administrative charts, etc., draws up tables, lists, etc.; monitors the due dates of invoices, accounts, reports and other documents related to activities and thereby exercises administrative and operational controls.
• Opens, mounts and maintains records, coordinates their progress and ensures that the records to be processed contain the required documents and information.
• Code and index, using pre-established systems, documents and other data, establishes, if necessary, references to trace information.
• Gets documentation related to activities; exercises control over the circulation of the said documentation.
• Compiles and transcribes data on various topics requiring adjustment, updating, grouping, selection and sorting, choice of presentation, etc.
• Complete, check or certify various forms, delivery notes, invoices, requisitions, timesheets, lots of cards, tool tickets, accident reports, examination books, tickets, notices and slips, statement of offense attendance; updating movable property, etc. and ensure compliance with supporting documents, regulations or directives.
• Prepares, with the help of established data, proof of receivables, statements of adjustments, notices, etc.
• Issues certain permits, work cards, receipts, etc. and gives effect to certificates and other similar documents after verifying their compliance with the required requirements.
• Communicates by telephone or at the counter with the public, municipal services and certain organizations, regarding information related to its activities; assist taxpayers and other applicants in their efforts; provides notices, records requests, information on administrative procedures, by-laws, milestones, etc.
• Performs and / or verifies, with the help of established and accurate data, billing calculations, estimated and incremental costs of work, labor and material costs, cost, interest, etc., balance various accounts and invoices.
• Conducts or directs the search for specific information to various sources to provide the necessary information or to complete files.
• Compile, summarize, extract data, and draw conclusions about distribution, future use, corrections, and annotations.
• Collects and cash, if necessary, certain sums of money when issuing permits or certificates, selling various documents, etc., carries out work related to the holding of a petty cash.
• Corrects objective parts of qualifying exams using correcting keys and other appropriate instructions; oversees the conduct of examinations, provides candidates with the appropriate information.
• Performs a variety of work related to maintaining an inventory of office equipment and supplies; considers the needs of users, prepares supply requests and sees, when required, their distribution.
• Organize and maintain file classification.