Administrative Clerical Support (26-197) at City of Cornwall

Job Title: Administrative Clerical Support

Bargaining Unit: CUPE 3251

Language Requirement: Bilingual - English and French (CBC)

Vacancy Status: Existing vacancy

Cornwall is a beautiful community with a population of 47,000 situated on the banks of the St. Lawrence River in Eastern Ontario. The city offers a wide array of urban amenities, making it an excellent place for a career and raising a family. With a growing economy, expanding population and fantastic quality of life, there has never been a better time to start the next phase of your career with the City of Cornwall! Cornwall is a diverse and progressive community where residents and partners feel safe, welcomed, and enjoy a high quality of life supported by access to financially responsible and sustainable municipal services and infrastructure.

Position Summary

The Administrative Clerical Support is responsible for providing clerical and administrative assistance to support the efficient operation of human services programs. This role ensures accurate documentation, maintains records, assists with client inquiries, and supports the coordination of daily office operations.

Key Responsibilities

• Organize, file, and maintain documents and confidential records, both digital and physical, ensuring accessibility and compliance with privacy regulations and program policies.
• Accurately input and update information into databases or spreadsheets, ensuring data integrity.
• Assist with the preparation and distribution of correspondence, reports, and meeting materials.
• Respond to enquiries from internal staff, program participants, community partners, and the public.
• Assist with coordinating meetings and appointments and overseeing calendars, ensuring timely and accurate scheduling.
• Organize, file, and maintain documents and confidential records, both digital and physical, ensuring accessibility and compliance with privacy regulations and program policies.
• Support office operations by ordering supplies, maintaining inventory, and coordinating office logistics.
• Assist with organizing community events, outreach initiatives, and training sessions.
• Review and track applications, forms, and documents related to human services programs.
• Provide general clerical support, including photocopying, faxing, scanning, filing, mail/email distribution, and printing of the daily and monthly cheque files for human services programs.
• Provide general reception services, including preparing bilingual signage and correspondence, offer guidance, recommendations, and information on human services and community programs to staff, participants, and the public.
• Participate in and attend emergency management operations during a disaster, as specified in the Emergency Management Act and the local Emergency Management Plan.
• Complete searches for required third-party checks, OSAP, Employment Insurance, landlord and employer.

Leadership Of Others

• N/A

Position Requirements

Education & Certifications

• Diploma in Office Administration, Business Administration, or a related field.

Experience

• Minimum 1 year of experience in administrative support, clerical work, or customer service.

Knowledge, Skills, And Abilities

• Organization: Proficiency in handling digital and physical files accurately.
• Attention to Detail: Ability to accurately enter data, produce documents, and perform high quality work.
• Customer Service: Strong interpersonal skills for interacting with program participants, staff, public and community partners.
• Communication: Excellent verbal and written communication skills for correspondence and enquiries.
• Technical Proficiency: Proficiency in Microsoft Office Suite and database systems.
• Confidentiality: Understanding of privacy regulations and the ability to handle sensitive information appropriately.
• Time Management: Ability to prioritize tasks and handle multiple responsibilities efficiently.
• Collaboration: Ability to work effectively within a team and provide support as needed.
• Problem-Solving: Ability to assess challenges and resolve issues efficiently.

Working Conditions

• Work is performed within an office.
• Standard business hours, Monday to Friday.
• This role involves potential exposure to individuals in crisis or facing difficult personal circumstances.
• Cognitive demands include decision-making and problem-solving, with potential for repetitive administrative tasks.
• Physical demands include extended periods of sitting and looking at a computer screen, as well as occasional lifting over 10lbs.

If selected for this role, you will need to provide:

• Successful reference check (two work-related references, with a minimum of one being a direct supervisor)
• Satisfactory Criminal Record and Judicial Matters Check
• Successful Language Assessment (French/English), CBC level
• Proof of certifications

Additional Information

The Corporation of The City of Cornwall strives to promote and demonstrate the values of Equity, Diversity, and Inclusion. We are committed to reflecting the diversity of the community we serve and encourage qualified candidates of all backgrounds and abilities to apply. Accommodation will be provided in all parts of the hiring process as required. Applicants need to make their needs known in advance.

We thank all applicants for their interest, however, only those selected for interviews will be contacted. Information collected will be handled in accordance with the Municipal Freedom of Information and Protection of Privacy Act.

The City of Cornwall is an equal-opportunity employer committed to an inclusive, barrier-free recruitment and selection process. At the City, we respect, encourage and celebrate our diversity. The City of Cornwall is committed to providing accommodation throughout the recruitment process. If you require accommodation, please notify us and we will work with you to meet your needs.

Please save a copy of this posting for your records. Please ensure that your application clearly demonstrates how you meet each of the required qualifications. Please note, selection for further consideration will be based on the information you provide in your application. Interviews may be conducted virtually through Microsoft Teams or in-person.

To see the full job posting, please visit https://www.cornwall.ca/en/city-hall/careers.aspx