Job Description:

Job Type: Full-time Permanent (37.5 hrs/week)
Opening Date: July 25, 2024
Closing Date: Open until filled
Compensation: $19.94 – $24.26

Job Summary: Under the supervision of the Assistant CAO the Office Clerical Assistant provides support to the operations of the Municipal Office by; assisting citizens/customers with inquires and/or making bill payments, preparing tax certificates, issuing lottery and dog licences, managing the RM’s LED message board, collecting miscellaneous revenue and providing general administrative office support.

Duties and Responsibilities:
• Assist citizens/customers by;
– Responding to inquires (face-to-face and telephone calls) as per office procedure,
– Providing accurate information or redirecting to the appropriate person,
– Accepting payments of utility bills and tax bills,
– Assisting with applications for Handi Transit services; forwarding applications to the ACAO/Manager of Finance and Administration,
– Providing reimbursement for library fees consistent with municipal process,
– Preparing and distributing “Welcome” packages to new residents of the municipality.

• Prepare Tax Certificates for authorization by;
– Receiving requests from lawyers and others,
– Gathering information from the financial reporting system software system regarding the roll number, title number, legal description of property and the current owners,
– Contacting stakeholders where clarification is required,
– Providing information gathered to the ACAO/Manager of Finance and Administration for sign-off and release.

• Issue licenses for:
– Lotteries consistent with regulations set out by The Liquor and Gaming Authority of Manitoba for charitable organizations (i.e. education, religion, health, or relieving poverty), or religious organizations, or for community benefit (by promoting sports, recreation, culture, or any other area considered appropriate by the LGA) by;
o Assessing suitability of the request, or if unable to determine suitability; forwarding the request to the Gaming Authority,
o Providing an application form and explaining the application process,
o Accepting and tracking license payments,
o Tracking all licenses issued and recording the lottery revenue within 30 days of the event,
o Summarizing information and preparing annual report to the Gaming Authority of Manitoba.
– Dog ownership by;
o Confirming the dog has been vaccinated for rabies,
o Completing the application process,
o Accepting and tracking payment,
o Issuing the dog tag,
o Sending reminder letters to licensed dog owners prior to the license expiration date,
o Tracking all information and reporting annually.

• Manages the RM’s LED message board by;
– Providing LED Request Form to individuals/groups from the community,
– Forwarding requests for new events to the Chief Administrative Officer,
– Entering information for approved and repeat events into the appropriate computer software system in a timely manner.

• Collecting miscellaneous revenue and outstanding invoices by;
– Balancing receipts from tipping fees (transfer station) and records amount in the financial reporting system,
– Processing payments made via Canada Post, telephone/internet banking, and outside mailbox,
– Processing post-dated cheques in the financial reporting system software program.

• Provide general office administrative support by;
– Processing documents and letters as required,
– Opening, sorting and forwarding hard-copy mail to appropriate recipient,
– Preparing outgoing mail for pickup by Canada Post,
– Co-ordinating the destruction of records as per established protocol,
– Ensuring an adequate supply of municipal pamphlets, brochures, office stationary and supplies; ordering as required,
– Monitoring the servicing and supplies for the printer and postage machine.

• Perform other duties as assigned including;
– Assisting with mass hardcopy mail-outs,
– Providing backup for the other clerical assistants and the Administrative Assistant as required.

Knowledge, Skills, and Abilities:
• Working knowledge of Microsoft Word, Excel, Outlook and PowerPoint with experience or the ability to learn additional software.
• Knowledge of business/office procedure and methods including communications, office systems, and record keeping.
• Basic knowledge of accounting procedures considered an asset.
• Basic knowledge of municipal administration considered an asset.
• Knowledge of business communication; including style and format of letters, reports and email.
• Effective interpersonal, written and verbal skills.
• Experience in providing effective service to customers/the public.
• Demonstrated ability to work effectively within a team/other colleagues.
• Ability to process and record large volumes of information accurately.
• Strong organizational skills.
• Ability to maintain confidentiality regarding all work-related information.
• Ability to proceed with approved objectives and establish priorities.
• Satisfactory Criminal Record Check.
• Demonstrated ability to attend work regularly and punctually.

Credentials and Experience:
• Diploma or certificate from a recognized post-secondary institution in a business-related field, or equivalent combination of training and experience.
• Demonstrated proficiency in the use of business software, including Microsoft Word, Excel and Outlook.
• Demonstrated keyboarding skills; a minimum of 40 words per minute.
• Office experience with excellent communication and customer service skills.
• Experience in a municipal work environment considered an asset.
• Demonstrated ability to work independently under minimal supervision, and also work effectively in a team environment.
• Demonstrated ability to establish and maintain effective working relationships with supervisor, and colleagues.
• Satisfactory Criminal Record Check and Child Abuse Registry Check.

Working Conditions and Physical Demands:
• Light/office duties.
• Ongoing, daily use of computer equipment, technology, telephone & other office equipment.
• Vocal communication and hearing required for expressing or exchanging ideas and receiving/providing direction by means of the spoken word. Submit resume in confidence;

• By mail or in person in a sealed envelope marked APPLICATION – Office Clerical Position, Attention Carli Maxim, 3021 Birds Hill Rd, R2E 1A7
• By email to: carli.maxim@eaststpaul.com

For more information, please contact; Carli Maxim Human Resources (204) 594-4403 Rural Municipality of East St. Paul
The R.M of East St. Paul wishes to thank all candidates for their interest in this position, however, only those individuals considered for an interview will be contacted