Under the general direction of the Manager of Recreation Services, the Clerk C Administrative Assistant provides a broad range of administrative and secretarial support services for the Manager and the Division Administrative Team.

The Administrative Assistant is responsible for organizing work flow, records management including note taking, establishing and maintaining effective and efficient systems for reports, correspondence, and issues tracking; divisional priority identification and deadline control; scheduling of meetings and appointments, screening and referral of incoming inquiries and requests, information gathering and compilation and preparation of divisional correspondence, drafting of standard reports.

The Administrative

Assistant participates in the Division Team meetings recording minutes.

The Administrative

Assistant uses considerable initiative, discretion and judgment in undertaking the duties and responsibilities of this position.

As the Clerk C - Administrative Assistant you will:

- Responsible for the development, daily operation, and maintenance of Divisional tracking systems.
- Provides / manages deadline control for issues relating to the Division.
- Responsible for the organization, maintenance and archiving of the Manager's electronic and hard copy files.
- Provides reception duties and receives, screens, forwards and/or responds to incoming requests and routine inquiries.
- Manages and distributes 311 service requests to appropriate recipients to support timely responses.
- Provides basic day-to-day administrative support duties as required (i.e., photocopying; materials, equipment, and supply renewal; faxing; printing; filing; mail; etc.)
- Arranges appointments and attends meetings and prepares minutes as requested.
- Develops and maintains a system of current issues being dealt with by the Division and Department.




- Researches and compiles information and prepares reports and responses to various requests, both of a routine and confidential nature.
- Reviews and / or initiates improvements to policies and procedures where appropriate, as related to issues under the jurisdiction of the Manager.
- Assists with divisional project initiatives.
- Assists other divisional Coordinators as required.
- Performs other related duties consistent with the classification, as assigned.

Your education and qualifications include:

- High school graduation (Grade 12 or G.E.D.) supplemented with formalized training in business and office procedures, or an equivalent combination of education and experience. A post-secondary education such as a diploma or degree (University, College or Business College program) would be an asset.
- Demonstrated ability to set priorities, meet/manage deadlines, organize and undertake assigned responsibilities and special projects with minimal supervision and direction.
- Demonstrated strong interpersonal and oral communication skills and ability to deal with all public/staff at all levels in a courteous manner.
- Demonstrated ability to work collaboratively in a team atmosphere and maintain effective working relationships with fellow employees.
- Effective written communication skills with the ability to present information in a clear and concise manner using correct grammar and punctuation.
- Experience in note taking and preparing reports,



meeting minutes, memos and letters.
- Demonstrated ability to work under pressure and to meet and manage tight deadlines.
- Demonstrated ability to deal discreetly with highly confidential matters.
- Proficiency (Advanced) in Microsoft Office (Excel, Word, PowerPoint and SharePoint).
- Proficiency in Visio would be an asset. Able to obtain appropriate training and education within 3 to 6 months.
- Experience in managing electronic calendars/schedules.
- Working knowledge of the PeopleSoft Financial module and Active Net (or ability to attain within 3 months).
- Working knowledge of the 311 case management system KANA (or ability to attain within 2 months).
- Experience in records management.
- Demonstrated experience to develop, implement, organize, and maintain electronic workflow, deadline control, and tracking systems.
- Good working knowledge of the operations and responsibilities of Civic departments, as well as the municipal political process.
- SIGNIFICANT: Applicants who have been educated outside of Canada must have education which is comparable to the minimum qualification in Canada. Applicants submitting foreign credentials require an official academic assessment report issued by a recognized Canadian assessment service https://www.canalliance.org/en/ at application.

Conditions of employment:

- The successful applicant must maintain legal eligibility to work in Canada. If the successful applicant possesses a work permit, it is their responsibility to ensure the permit remains valid.
- A Police Information Check (Vulnerable Sector) satisfactory to the employer will be required from the successful candidate(s), at their expense. To obtain Police Information Check information please visit www.winnipeg.ca/police.

📌 Clerk C - Administrative Assistant (Winnipeg)
🏢 City of Winnipeg
📍 Winnipeg