Job Type: Permanent Full Time
Salary Range: $27.19 – $31.01
Posting Closes: February 25, 2025, 4:30pm
Purpose:
- Provide the City Clerk’s Department with administrative support with a specific focus on cemetery administration, vital statistics administration, Council meeting management, and records management.
Primary Duties and Accountabilities include, but are not limited to:
- Provide customer service (in person, email, and by phone) to receive and respond to general inquiries, relay messages, book appointments, and direct individuals to appropriate department or documents.
- Prepare, receive, record, timestamp, and distribute mail.
- Requisition and maintain adequate office supplies and forms.
- Process requests for compassionate gifts and donations.
- Research as directed; including lines of estate succession for affidavits and indemnities, and policy development.
- Maintain a working knowledge of applicable legislation, regulations, by-laws, policies, and provincial directives.
- Maintain various corporate record databases; e.g. track and gather information relating to by-laws, agreements, Council agendas and minutes, cemetery services and interment information, death registration, marriage licenses, etc.
- Receive confidential information from funeral homes and bereaved families; prepare work orders for cemetery services.
- Receive, review, and correct documents; e.g. marriage licence applications, Statements of Death, Medical Certificates of Death, Coroner’s warrants, etc.
- Prepare and distribute burial permits.
- Prepare marriage licences, contracts, and certificates of interment rights, in accordance with legislation.
- Liaise with funeral homes, hospital, coroner, marriers and Office of the Registrar General to obtain missing information or to correct information on documents.
- Provide support for Council meetings; assist with electronic agenda and minute preparation and editing, posting agenda and minutes to the corporate website, maintaining Conflict of Interest Registry, arranging for catering, etc.
- Distribution of agreements, by-laws, and resolutions for execution.
- Receive Board and Committee applications; follow-up with applicants and provide ongoing administration
- Collect appropriate fees (cash, cheque, debit), process and post transactions, provide receipts, prepare refunds, reconcile large amounts of cash, balance and print cash reports, open and close batches, prepare deposits, and maintain log of deposits.
- Maintain petty cash and float; balancing, investigating, and correcting discrepancies.
- Input and submit payroll information for approval.
- Assist with Municipal Elections, as assigned.
- Maintain a working knowledge of the City’s health and safety policies and procedures.
- Other related duties as assigned.
Qualifications:
- College Diploma in related field e.g. Business, Legal, Office Administration-Executive, etc.
- Advanced computer literacy in a Microsoft Office environment including Excel, Word, and Outlook.
- AMCTO Municipal Administration Program, is an asset.
- Three years working in an office environment, preferably with a municipality.
- Knowledge of office management systems and procedures.
- Ability to maintain a high level of accuracy and sustained attention to detail.
- Records management and database experience.
- Excellent customer service and interpersonal skills, with the ability to manage sensitive and confidential situations with tact, professionalism and diplomacy.
- Ability to read, write and communicate to perform the duties of the position.
- Ability to organize time effectively to perform the duties of the position, ensuring deadlines are met.
- Work effectively and efficiently independently and as a team member in a fast paced environment.
- Experience with handling and balancing cash.
To apply for this exciting opportunity, please provide a cover letter and resume highlighting your qualifications to:
Email human.resources@cityssm.on.ca
Subject line 022-028-2025 Corporate Services Clerk
This position is covered by a collective agreement, CUPE Local 67. Applications from outside the bargaining unit are welcome, but can only be considered if the position is not filled from within the bargaining unit.
❖ The Corporation of the City of Sault Ste. Marie is an inclusive employer. Accommodation is available in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act, 2005.
❖ In accordance with the Municipal Freedom of Information & Protection of Privacy Act, all information is collected under the authority of the Municipal Act, 2001, and will only be used during the selection process for the subject posting.