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The position provides clerical duties for various functions of the City Clerk’s Office. 

Duties & Responsibilities

• Supports and assists Committee Assistants with various City Council, committee and quasi-judicial processes as directed.
• Provides the notices of Council committee meetings and appeals hearings, updates the events calendar with meeting dates, books the meeting space and handles any catering requirements including ordering and set up.
• Assists with the administration of programs, such as but not limited to corporate contracts and subdivisions, quasi-judicial processes, and Special Occasion permit requests.
• Prepares weekly meeting advertisements.
• Books Council Chamber and Committee Room E for the corporation.
• Orders office supplies for the City Clerk’s Office.
• Supports various projects, such as but not limited to revisions to the Municipal Manual, and maintenance of appointments to civic Boards and Committees.
• Responds to a variety of inquiries from civic departments, Council members and the public via email, in person and telephone.
• Performs electronic filing and searching.
• Receives and processes payments, as required.
• Assists with the training of Clerk-Steno 11 staff, as required.
• Participates in various programs and projects of the City Clerk’s Office, including the municipal election, as required.
• Performs other related duties as assigned.

Qualifications

• Graduation from a one-year, post-secondary business-related program.
• Typing speed of 55 w.p.m.
• Three years' progressively responsible related office experience, including customer service experience.
• Knowledge of the organization, function of City divisions and business practices and procedures.
• Ability to handle multiple priorities, organize workload, work independently and with minimal supervision, and meet tight deadlines.
• Ability to communicate verbally and in writing clearly and effectively.
• Ability to complete work in a concise and accurate manner.
• Ability to make decisions in accordance with established policies and procedures.
• Ability to establish and maintain effective working relationships.
• Ability to maintain a high level of confidentiality.
• Demonstrated skill in the use of MS Office suite and Adobe Acrobat in a Windows environment.

Position Summary

The City of Regina is looking for a reliable and organized individual to support the Partnerships & Permit Services team. In this role, you will handle reception duties, assist with administrative tasks, coordinate logistical arrangements, and provide excellent customer service. You will help keep the office running smoothly by managing communications, organizing materials, and supporting both staff and external stakeholders. This position plays a key role in ensuring efficient and effective operations.

This position provides complex administrative support work within an assigned Department. This position is responsible to provide exceptional customer service to internal and external customers and to prepare complex correspondence and reports.

Key Duties & Responsibilities

• Provides reception, customer service, and first point of contact for work unit
• Answers telephone, directs calls, takes messages, directs visitors, makes photocopies, scans, faxes, files, prints, labels, and stuffs envelopes, along with other clerical duties
• Triages services requests and other incoming messages (in-person, telephone, email) for response and action
• Coordinates the flow of information/materials for tenders and meetings
• Makes logistical arrangements (confirms attendees, books rooms, equipment, and resources) for meetings, tender openings, events, travel and accommodations, and training and development
• Monitors office equipment, troubleshoots, and places service/repair requests
• Attends meetings, take minutes, and circulates draft
• Collects, opens, receipts, completes mail log, and distributes daily mail and courier packages
• Prepares outgoing mail and courier packages
• Designs/prepares pamphlets/brochures/binders/forms
• Updates manuals and standards and circulates revised documents
• Responds to requests for information or materials from both internal and external stakeholders
• Maintains filing systems in accordance with corporate records management policies and procedures
• Processes departmental invoices, journal vouchers, cash receipts, and purchase/payment requisitions
• Monitors office supply inventory, requisitions and purchases within limits of established authority (p-card, blanket agreements, and/or general stores)
• Completes searches, inputs data, validates data, and generates reports and lists from programs and applications (vendor set up)
• Perform other related duties as required.

Key Qualifications

• Completion of secondary school or equivalency plus job-related training and/or course work
• Minimum of nine months of previous and on-the-job administrative and/or clerical experience
• Knowledge of office administration processes, procedures, and equipment plus customer/client services
• Knowledge of cash receipts, processing, and reconciliation practices
• Knowledge of relevant collective agreements, bylaws, policies and procedures, and legislation, including health and safety standards
• Knowledge of job-related office productivity software, internet browsers and search engines, enterprise software, discipline-specific software, and technology devices
• Provides front-line customer service where messages/responses may be met with frustration/rudeness
• Interacts with staff and residents to exchange general information
• Responds sensitively and appropriately to the needs of all customers/clients
• Explains and exchanges administrative and other process information as well as policy and procedure information for work unit
• Consults and follows policies, procedures, and processes
• Prioritizes and adapts office activities in accordance with daily/weekly schedule within defined timelines/deadlines
• Triages incoming telephones calls and emails
• Contributes to a positive experience through provision of customer service and administrative services
• Contributes to completion of work unit activities through completion of sequenced tasks/workflow
• Contributes to financial stewardship through purchasing of and care of supplies, materials and equipment
• Familiarizes new employees with tasks, duties, practices, and processes

Working/Other Conditions

• The majority of the work is undertaken in City facilities. The work environment is an office environment.

Duties & Responsibilities

• Provides senior professional and confidential administrative support services for the Mayor’s Office.
• Facilitates process for Mayor’s Office transparency protocols and reporting requirements.
• Administers and assists with special projects and events hosted by the Mayor’s Office.
• Participates in orientation and training of administrative staff.
• Coordinates, organizes, and assigns the work of administrative staff.
• Prepares and processes a variety of procurement documents in SAP, including Purchase Requisitions, Goods Receipts, and Service Entries, and coordinates payment of travel expenses, car allowances with Accounts Payable.
• Oversees the preparation and monitoring of the Mayor’s Office operating budget.
• Coordinates travel arrangements for Mayor and Mayor’s Office staff.
• Coordinates and maintains an effective and efficient file system of personnel and payroll records.
• Ensures the Mayor’s Office follows all corporate policies and administrative procedures.
• Liaises with City Clerk’s and City Manager’s Offices to ensure consistency and communication regarding City Council business.
• Performs other related duties as may be required.

Qualifications

Education, Training and Experience Requirements

• Degree in Public or Business Administration or related discipline with a minimum of two years’ progressively responsible related experience OR graduation from a recognized business college in business administration or a related field with five to seven years progressively responsible related experience.

Knowledge, Abilities and Skills

• Ability to exercise sound independent judgement and to communicate clearly and effectively both orally and in writing demonstrating skill in adapting diverse communication techniques to evaluate situations and identify problems within established guidelines.
• Demonstrated strong organizational and multi-tasking skills, including the ability to handle large volumes of work and sensitive timelines.
• Demonstrated ability to conduct research on topics as needed and provide summary reports.
• Demonstrated ability to handle sensitive information in a confidential manner.
• Demonstrated initiative, resourcefulness, and the ability to work independently within established policies and procedures.
• Demonstrated ability to provide high level of executive support service in complex and demanding circumstances.
• Demonstrated ability in establishing and maintaining effective working relationships with a wide variety of people (government representatives, elected officials, public, media, and civic staff).
• Thorough knowledge and understanding of municipal, provincial and federal governance and an extensive knowledge of municipal policies, procedures and bylaws.
• Considerable knowledge of protocol associated with municipal government. Considerable knowledge of the principles of office management and modern office systems, methods and procedures.
• Ability to plan and coordinate work of support staff.

The Organizational Wellbeing Branch is seeking an organized, proactive, and detail-oriented Administrative Support professional to join our dynamic and growing team!  This branch leads organization-wide initiatives of Rewards and Recognition, Learning and Development, Psychological Safety, Equity/Diversity/Inclusion, Performance Management, Leadership Development and Employee Engagement.

The Administrative Support position will play a key role in the success of both the branch and departmental operations by providing essential coordination, logistical, and administrative support. As a vital team member, you will ensure smooth day-to-day operations while collaborating with a diverse group of professionals to drive the effectiveness and success of the department.

If you are looking for a role where your skills are valued and your contributions make a meaningful impact, this is the perfect opportunity for you.

Key Duties & Responsibilities

• Manage and coordinate meeting and appointment schedules.
• Prepare and assemble information packages, reports, correspondence, and background materials.
• Provide logistical support for meetings, including scheduling, preparing agendas, distributing materials, and ensuring smooth execution.
• Respond to inquiries and requests for information from internal and external stakeholders.
• Build and maintain positive relationships across departments.
• Maintaining a training database, organizing and managing accurate records and collaborating with internal employees on training logistics.
• Compose, proofread, and finalize various forms of correspondence and reports.
• Maintain the office filing system and manage document organization.
• Collaborate on onboarding and job-related training for new team members.
• Support the branch administration of Rewards and Recognition program logistics, maintenance of records and regular communication with stakeholders.
• Provide support for in-person and on-line learning platforms, oversight of our Learning Centre and supporting external training facilitators while on site.
• Support the department’s operational success by addressing workflow interruptions and adjusting priorities as needed.

Key Qualifications

• The successful candidate will have completed secondary school or equivalent, with successful completion of post-secondary education in business administration, office management, or a related field preferred, along with at least three (3) years of administrative experience in a professional office environment. Experience in the public sector within a unionized environment is considered an asset.
• High-level proficiency in Office 365 (Word, Excel, PowerPoint, Outlook) is required.  Experience working with Learning Management Systems (LMS) and Oracle databases is a preferred asset.
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines while maintaining accuracy.
• Excellent verbal and written communication skills for clear and professional interactions.
• Familiarity with standardized administrative processes and adaptability to evolving workflows.
• Ability to build positive relationships and work effectively in a collaborative team environment and leading self with a customer service mindset.
• Capacity to adjust to changing priorities, manage interruptions, and maintain focus in a fast-paced setting.
• Skilled at identifying practical solutions to challenges using established practices, policies, and procedures.