Administrative Services Clerk

Administrative Services Clerk

Department: Financial Services

Location: Essex, Ontario

Position type: Permanent, Full time
(35 hrs./week)

Posting #: COE-18-24

Opening Date: April 29, 2024

CUPE 2974.1 Closing date : May 7, 2024

General Closing Date: May 19, 2024

In A Nutshell :

Reporting to the Manager, Procurement and Compliance, the Administrative Services Clerk role will support the Financial Services department in Procurement, Finance Administration and Records Management.

Day in the Life:

• Provide accessible document remediation services and support to the department, ensuring compliance with the Corporation’s accessible document standards and applicable legislation e.g. presentations, agendas, reports, finance documents/schedules etc.
• Manage incoming and outgoing mail, courier and parcel delivery
• Front-line support for visitors – liaison with the public and staff
• Informal Quote Requests, seek and compile multiple quotes for purchases less than $50,000, complete, route for signature and file Quote Summary form for County’s departments
• Create Purchase Orders, route for approval and signature through ConsignO, track and report order status
• Group Purchasing Organizations (GPOs) search & report program offerings
• Route for approval, track and file contracts, purchase orders and procurement tender documents using the County electronic portal ConsignO
• Assist and support the procurement function in Bids and Tenders
• Manage surplus asset posting using GovDeals and post awarded projects and planned procurements on County website
• Organize, scan, name, index and classify active and inactive paper or electronic documents/data
• Assist in the disposition of records in accordance with the records retention schedules and records disposal policies and procedures
• Monitor and support records management initiatives within the department in accordance with policies and procedures

What We Are Looking For:

• Completion of post-secondary diploma in Business, Office Administration or Records and Information Management, or a related discipline
• Minimum two (2) years of related experience
• Proficient in Microsoft Office Suite and records management software applications and database software functionality
• Familiarity with purchasing processes and public procurement practices is considered an asset
• Familiarity with record management systems, such as The Ontario Municipal Records Management System (TOMRMS), or similar platforms is considered an asset
• Basic knowledge of creating accessible (AODA) compliant documents is considered an asset
• Excellent verbal and written communication skills
• Attention to detail and problem-solving skills
• Excellent time management and organization skills
• Completion of a Police Record Check
• Must hold & maintain a valid class “G” Ontario driver’s license and access to personal vehicle for business use (i.e. occasional travel to the bank)

Hours of Work:

The hours of work shall be seven (7) paid hours per day between the hours of 9:00 a.m. and 4:30 p.m., plus a one-half (1/2) hour unpaid lunch Monday through Friday.

What We Are Offering:

A competitive starting rate of $23.47 is just the beginning. The benefit package is second to none and the defined benefit plan of Ontario Municipal Employees Retirement System (OMERS) is a pension system sought by many. Balancing your work and personal life is part of the County culture, and is supported by flexible working options.

Application Process:
Applicants are invited to apply online at the Career Opportunities section of County Connect by the posting deadline.

The County of Essex embraces diversity and inclusion in our workforce and workplace. We are committed to building inclusive teams and an equitable environment for people to be themselves. We encourage applications from all qualified candidates and will accommodate needs under human rights legislation throughout all stages of the recruitment and selection process. Please let us know of any accommodations through . Information received relating to accommodation will be addressed confidentially. This information can be made available in alternate formats upon request.
Personal information is collected in accordance with the Municipal Freedom of Information and Protection of Privacy Act and will be used for this employment opportunity only.