This position is within the Bargaining Unit of Canadian Union of Public
Employees, Local 363.
DEFINITION:
The position involves secretarial support for the Finance Department
providing administrative and clerical duties. The employee is expected
to handle telephone calls and inquiries over he counter in a courteous
and efficient manner as well as transferring calls to the various
departments. Some discretion is required in providing information over
the telephone or at the counter as defined by the Freedom of Information
Act. The employee reports directly to the Deputy Director of Finance and
Director of Finance. In addition, the employee shall provide secretarial
assistance for other departments as and when required in times of peak
activity in those departments.
DUTIES AND RESPONSIBILITIES
- Answers incoming telephone calls,
making proper connections to persons or departments required and
performs other clerical work related to telephone operation.
- Answers inquiries over the
telephone or counter and refers caller to persons or departments as
required.
- Preparation and typing of
articles, forms, letters, committee minutes, memorandums, financial
and other reports, spreadsheets and other material.
- Performs clerical functions such
as sorting and filing of various documents related to the Finance
Department.
- Operates various office equipment
including cash register and computers.
- Is responsible for maintaining
and ordering stationary supplies.
- Maintains City of Revelstoke
scrapbook.
- Processes all outgoing mail for
all departments, stamps according to postal regulations using
postage meter and recording all non-related City postage and/or
photocopies.
- Separates and sorts Accounts
Payable cheques and attaches necessary backup. Obtains necessary
signatures for payroll and accounts payable cheques and distributes
payroll statements to proper departments
- Monitor retention and destruction
of City records in accordance with the Records Retention Bylaw.
- Collects, opens and distributes
mail daily.
- Establish and maintain various
database/reconciliations for the Finance and other departments, such
as:
Dog licences
Hydro consumption
Cemetery records
Gas consumption
- Manage business licence record
keeping.
- Maintain equipment cost and sign
permit records.
- Assists in other secretarial
positions within City Hall as and when required.
- Responsible for inputting data
and maintaining five year budget using MAIS program.
- Input data to MAIS program and
utilize same to answer public enquiries.
- Preparation and filing of various
legal forms such as mobile home liens.
- Performs related work including
special projects as required and as directed by the Deputy Director
of Finance or Director of Finance.
KNOWLEDGE, ABILITIES AND SKILLS:
- Good interpersonal skills and the
ability to communicate effectively both verbally and written.
- Must be able to demonstrate a
flexible approach and initiative when learning new tasks (i.e.
Municipal Accounting Information System currently used by the City
of Revelstoke), as well as, other procedures that evolve over time.
- Must be proficient in Microsoft
Word and Excel and be able to type with the minimum skill of 55
w.p.m. Knowledge of database programs such as Lotus Approach or
Microsoft Access is also required.
- Ability to deal courteously and
tactfully with the public and co-workers.
- Ability to work unsupervised,
prioritize tasks and co-ordinate with management and staff on
concurrent projects.
REQUIRED TRAINING AND EXPERIENCE:
Completion of Grade 12 plus 2 years
further education resulting in a diploma in either secretarial,
business, administrative or other related field or Grade 12 supplemented
by courses in various computer programs, as well as, a general knowledge
in business and office procedures. |
