Clerk (Public Health & Emergency Services) - Waterloo, Canada - Region of Waterloo

Region of Waterloo

Verified Company

Waterloo, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Job Req ID:818
Department:
Support ServicesClerk (Public Health & Emergency Services)

Job Number:818
Job Type:
Temporary Part Time
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Temp Contract Length: Up to 9 months
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Location: 99 Regina St S

Public Health & Community Serv

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Number of Positions:1

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Department: Business Accountability and Performance
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Division: Public Health and Paramedic Services
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Hours of Work: 24 hours/week

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Union: CUPE 1883

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Grade: CUPE 1883 Grade 005
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Salary Range: $ $31.

22 per hour
Posting Date:April 16, 2024
Closing Date:April 22, 2024
Our Story:

Committed to fostering opportunities for current and future generations, the Region of Waterloo is an inclusive, thriving and sustainable region of connected rural and urban communities with global reach. Our mission is to serve, engage and inspire, by delivering quality services to a diverse population of 630,000+, while creating a healthy, collaborative environment of learning, respect and innovation.
This is a place where employees are valued and recognized for their talents and contributions to our success. Our employees take pride in making a difference in people's lives through the work that we do. We are looking for people like you to help make it happen.

The Role
Provides centralized administrative support and service to departmental staff and management, including finance functions and mail services.
Duties/Responsibilities
Balances and reconciles deposits for departmental programs and clinics. Secures monies; maintains cash float; prepares receipts/documentation; reconciles discrepancies; and prepares funds for weekly deposit. Maintains cash receipts for the Department and submits to Finance.

Reviews divisional travel expense claims and Pcard statements for completeness, for management approval; submits to Finance. Maintains a list of Pcard holders for the Department; maintains Pcard receipts.
Processes mail for the Department and other assigned programs within the building, including mass mailouts for program areas; delivers divisional mail. Performs traces on unclear mail/packages. Updates building staff lists in mailroom to ensure mail is sorted appropriately. Maintains a balance for and reconciles the Department's postage account. Charges postage to programs/Community Services Department monthly. Forwards faxes to program areas.
Monitors and reconciles some of the Department's accommodation budget lines (e.g., phone services, equipment, office supplies), using the corporate financial system. Processes invoices, prepares purchase requisitions, credit card statements and journal vouchers for management review, and submits to Finance within deadlines. Investigates and resolves discrepancies with Department/Finance staff and suppliers and provides regular updates to management. Runs related reports for management.
Maintains a filing system for documentation related to divisional/departmental functions of the position.
Provides centralized administrative support and service to departmental staff. Maintains and tracks staff equipment (e.g., phones, computers); submits service/repair requests on behalf of staff to corporate.
Updates and maintains a directory of staff phone numbers per departmental emergency plan.
Arranges servicing of office equipment, as required. Has a pcard and purchases divisional/departmental office supplies, as authorized.
Responds to general inquiries from the public/staff. Takes messages/transfers calls to staff,as necessary.
Backs up Program Assistant (Central Resources), as required.
Participates in emergency response activities per the prescribed role in the department's emergency response plan.
Participates in and provides input at meetings (e.g. divisional, program, support staff).
Performs related duties as assigned.

Knowledge, Skills, and Abilities

Knowledge of office/bookkeeping procedures, word processing, math, and communication skills acquired through a Grade 12 education, plus 2 years of related experience.

Knowledge of and ability to follow corporate and departmental policies and procedures, accounting procedures and audit standards, related legislation (e.g., privacy, accessibility); and Generally Accepted Accounting Principles.
Ability to exhibit confidentiality and discretion in handling confidential/sensitive information
Communication and interpersonal skills to relate effectively with staff, clients, and the public; provide program information and respond courteously and professionally to the staff, public and clients; understand and meet the needs of clients in a professional, calm, and supportive manner, per guidelines; and participate as an effective team member.
Time management and organizational skills to collect, compile, and report information for the program; work independently; and adapt to changing priorities.
Ability to read, understand and edit program documents (e.g., correspondence, resource material). Abi