Clerk B - Engineering

at  City of Winnipeg

Under the direction of the Coordinator of Clerical Support - Finance, the Clerk B is responsible for providing administrative support for the Engineering Division which may include preparation of correspondence and documents, providing advanced word processing services, undertaking financial support functions, routing and responding to 311 service inquiries, and maintaining divisional files/records related to the various services within the Engineering Division.

As the Clerk B - Engineering you will:

• Provide administrative support for the Division Manager and other supervisory staff in the Division.
• Manage work flow for the Engineering Division by processing and tracking incoming correspondence and distributing as required to appropriate staff.
• Prepare, type, format, and proofread letters, memos, reports, bid opportunities, spreadsheets, and other documents using Microsoft Office, ensuring accuracy within assigned timeframes.
• Provide central coordination of the Division’s reports and Bid Opportunities while ensuring that strict deadlines are met as per Departmental and Corporate directives.
• Act as a recording secretary during Divisional meetings and prepare and distribute meeting minutes in a timely manner.
• Schedule meetings and appointments, arrange for meeting rooms and coordinate provision of equipment and resources.
• Undertake financial support functions including preparation of purchase orders and work orders, processing of invoices, preparation of journal entries, maintaining commitment control, reconciling purchasing card statements, handling petty cash, maintaining internal financial spreadsheets, and processing accident/damage claims.
• Undertake human resource support functions including reimbursements through payroll, preparation and submission of forms for employees, and administering of telephone requirements.
• Be the division contact with 311 and assign service requests to the appropriate supervisor/employee in the Division.
• Develop and maintain filing, archiving, tracking and bring-forward systems to ensure appropriate action and follow-up on all requests, correspondence, issues, and dispositions.
• Organize and submit conference registrations for the Engineering Division staff.
• Maintain appropriate security for materials and information of confidential and/or sensitive nature.
• Provide relief and coverage for a variety of clerical positions within the Engineering Division.
• Perform other duties compatible with the classification.

YOUR EDUCATION AND QUALIFICATIONS INCLUDE:

• Senior 4 (Grade 12) education or GED (General Education Diploma) plus graduation from a recognized or secretarial post-secondary school, or an equivalent amount of related education and experience.
• Minimum of 2 years’ experience in providing secretarial/administrative support to management staff.
• Demonstrated computer skills with the ability to work in a Windows environment using Word (Advanced), Excel, Outlook, and to learn and work with various software packages including applications such as PowerPoint.
• Strong written communication skills with the ability to write documents emphasizing strong grammar and spelling.
• Strong interpersonal skills with the ability to establish and maintain good working relationships with all levels of staff and co-workers.
• Ability to maintain confidentiality with respect to dealing with sensitive documents and employee issues.
• Ability to communicate effectively, both verbally and in writing.
• Ability to work under pressure, set priorities, and work in a team atmosphere.
• Demonstrated ability to compute accurate mathematical calculations.
• Knowledge of policies and procedures relating to the operation of the Public Works Department is considered an asset.
• Working knowledge of PeopleSoft (Purchasing, Accounts Payable, and HR Modules) would be an asset.
• IMPORTANT: Applicants who have been educated outside of Canada must have education which is comparable to the minimum qualification in Canada. Applicants submitting foreign credentials require an official academic assessment report issued by a recognized Canadian assessment service https://www.canalliance.org/en/ at application.

Please refer the Job description for details