Job Description - Colwood, Canada - City of Colwood

City of Colwood
City of Colwood
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Colwood, Canada

2 weeks ago

Sophia Lee

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Sophia Lee

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Description

CITY OF COLWOOD

JOB DESCRIPTION




TITLE:
FRONT COUNTER SUPPORT CLERK




DEPARTMENT:
CORPORATE SERVICES




POSITION TYPE:
FULL TIME UNION POSITION




PAY GRADE:
PAY GRADE 3
**LAST UPDATED: APRIL 1, 2021

NATURE AND SCOPE OF WORK
Reporting to the Manager of Corporate Services or designate; under the functional supervision of the

  • Coordinator of Corporate Services, the Front Counter Support Clerk works collaboratively with the
  • Corporate Services Department as part of a team striving to provide exceptional customer service and
- support to City stakeholders, residents, and internal staff.

  • The Front Counter Support Clerk is the first point of contact for the City and requires excellent customer
- service skills, ability to interact courteously, professionally, and tactfully with the public and co-workers;
- focus on work and complete a variety of tasks in a busy environment with many interruptions and
- distractions.
TYPICAL DUTIES AND RESPONSIBILITIES

  • Manages switchboard, handling calls and complaints by providing information routine in nature or
- referring to appropriate work areas, officials, or other agencies.
  • Receives and enters service requests and online public feedback, providing response and/or directing to

- appropriate staff.
  • Receives, records, and distributes incoming mail (physical and electronic), faxes and prepares outgoing

- mail.
  • Performs daily open and close office routines, including opening and closing City Hall.
  • Provides daily cash balancing and safeguards the cash float.
  • Receives payments for licenses, permits and property taxes.
  • Maintains the front counter area; monitors, maintains and orders office supplies and equipment.
  • Maintains relevant procedural manuals, contact information, forms, pamphlets, and frequently

- requested information.
  • Assist with processing and issuance of Business Licences.
  • Assists with property rentals, including providing rental information, processing rental payments, and

- issuing keys.
  • Monitors the City's website to ensure information is current and relevant.
pg. 1 FRONT COUNTER SUPPORT CLERK | April 202- Provide general office clerical office as directed, including but not limited to word processing, data entry,- Creates, updates, and maintains the paper and electronic central filing systems according to the City's
- document and records management practices.
  • Supports City meetings, including meeting and agenda preparation, and taking meeting minutes if

- required.
  • Provides assistance, support and coverage to other departments as needed.
  • Performs other related duties as directed.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

  • Ability to function efficiently with mínimal direction to establish and maintain effective working
relationships with municipal officials and other employees, to meet and successfully serve the public
on a continuing basis.

  • Ability to maintain the confidentiality of matters as required.
  • Ability to work well under pressure and to a deadline with attention to detail and manage competing

- priorities.
  • Thorough knowledge of business English, spelling and punctuation.
  • Familiarity and proficiency with Microsoft Office and iCompass.
  • Working knowledge of records management practices.
  • Strong written and verbal communication skills.
  • Ability to effectively read and interpret information, maintain accurate records, and document data

- for corporate records.
  • Excellent organizational skills.
  • Demonstrate proficiency in the core competencies of:
  • Adaptability: Willingness to be flexible in a changing environment.
  • Relationship Building: Establishes and maintains respectful and cooperative working
- relationships

  • Effective Communication:
Communicates effectively with others.

  • Problem Solving: Recognizes and acts to resolve problems.
  • Organization: Organizes the work so that others will understand it to achieve the City's goals.
  • Customer Focus: Provides excellent service to both internal and external customers.
**MINIMUM TRAINING AND EXPERIENCE REQUIRED

  • Completion of Grade 12, or equivalent.
  • Minimum of oneyear experience in a demanding multitasking office environment providing
- customer service and clerical support (preferably a municipal government office).
  • Cashiering experience (accurate processing of large volumes of cash/electronic payments
- credit/debit) and the ability to balance cash.

pg. 2 FRONT COUNTER SUPPORT CLERK | April 2021
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