All jobs within 100 km around Saskatoon in Administrative Jobs

Job Summary

Under supervision of the Finance and Sales Manager, this position performs administrative and sales duties for the Saskatoon Land Department.

Duties & Responsibilities

• Performs a variety of administrative functions for the Department, including, but not limited to, processing Accounts Receivables and Accounts Payables, administering various rebate and incentive programs and taking minutes at divisional meetings.
• Maintains the Documentum filing system for the Department, including opening, closing and migrating files to storage.  Assists in maintaining a bring-forward system.
• Answers in-person and telephone enquiries concerning land availability and purchasing procedures.
• Communicates with purchasers, contractors, lawyers, other civic departments and the public regarding land sales
• Coordinates, prepares and revises lot sale packages for distribution to customers, through the sales room and various trade shows, and to builders upon request. 
• Maintains lot sale files and types a variety of correspondence regarding legal sale agreements, requesting title transfer and closing files.   
• Processes land sales transactions for single-family lots by preparing and accepting down payments, issuing receipts, and preparing lot sales agreements.
• Assists with the preparation of lot allocations and tender packages by gathering information and maps and preparing and placing advertisements.
• Assist with the Land Development/ Real Estate group with various administrative tasks as approved by Finance and Sales Manager
• Provide back up for the other Clerk positions as needed.
• Assists with the training of new staff, as required.
• Performs other related duties as assigned.

Qualifications

Education, Experience and Training Requirements: 

• Grade 12 education.
• Graduation from a recognized business college.
• Typing speed of 55 w.p.m.
• Two years' progressively responsible experience related to land sales, including legal agreements and the tendering process.
   

Knowledge, Abilities and Skills: 

• Knowledge of modern office practices and procedures
• Demonstrated knowledge of business English, including land related terms and arithmetic.
• Demonstrated knowledge of the land development process including land titles, legal descriptions, interest calculations, easements, property grades.
• Ability to communicate effectively and tactfully with the public and civic employees.
• Ability to recognize and address problems quickly and effectively.
• Demonstrated ability to make arithmetic calculations with speed and accuracy.
• Ability to manage and prioritize numerous tasks.
• Demonstrated ability to maintain and prepare reports from moderately complex records.
• Ability to interpret and to make decisions in accordance with established policies and practices.
• Skill in the operation of office equipment, including a calculator and a computer using Microsoft Office, SAP/Fusion, Land Inventory Management Software and Documentum.
   

Job Summary

Under the supervision of the Deputy City Clerk, Director of Information Governance, this position is responsible for the maintenance of the City Clerk’s Office records and bylaw processes. 

Duties & Responsibilities

• Assists with the implementation, monitoring and maintenance of the City Clerk’s Office records and information management system. Responsible for filing item packages and emails related to council or the department following Standing Policy Committee (SPC) and Council meetings.
• Prepares consolidated bylaws for distribution and ensures they are accessible to the public, employees, and council members in both digital and physical formats.
• Maintains comprehensive records of all bylaw amendments, consolidations, and repeals. Ensures all documentation is accurately filed and accessible.
• Process statutory declarations, Ministry approvals and ISC registrations
• Analyzes and identifies records to determine appropriate classification and retention
• Assists with policy amendments.
• Monitors and responds to incoming general inquiries from the public and providing accurate and timely information, including management of the City Clerk’s webmail.
• Assists with research and reference requests.
• Provides administrative support to the Deputy City Clerk, Director of Information Governance.
• Assists with the training of new staff, as required.
• Participates in ongoing records and information management training and education.
• Performs other related duties as assigned. 

Qualifications

• Graduation from a business college or one year post-secondary business related certificate, including specific records and information management courses.
• Three year’s progressively responsible office-related experience, including records and information management experience.
• Thorough knowledge of record and information management concepts, policies and procedures and research techniques.
• Knowledge of The Cities Act, The Local Authority Freedom of Information and Protection of Privacy Act and other relevant legislation, including municipal bylaws pertaining to the management of municipal records, access to information and protection of privacy.
• Demonstrated understanding of bylaw amendments and related concepts for bylaw consolidation.
• Demonstrated ability to maintain a high level of confidentiality.
• Demonstrated ability to communicate effectively, orally an in writing.
• Considerable knowledge of the organization of function of City departments.
• Ability to prioritize tasks and work with minimal supervision.
• Ability to make decisions in accordance with established policies and procedures.
• Skill in operation of office equipment, including a computer with word-processing and electronic records and information management software.

Job Summary

Under the supervision of the Deputy City Clerk, Director of Information Governance, this position is responsible for the maintenance of the City Clerk’s Office records and bylaw processes. 

Duties & Responsibilities

• Assists with the implementation, monitoring and maintenance of the City Clerk’s Office records and information management system. Responsible for filing item packages and emails related to council or the department following Standing Policy Committee (SPC) and Council meetings.
• Prepares consolidated bylaws for distribution and ensures they are accessible to the public, employees, and council members in both digital and physical formats.
• Maintains comprehensive records of all bylaw amendments, consolidations, and repeals. Ensures all documentation is accurately filed and accessible.
• Process statutory declarations, Ministry approvals and ISC registrations
• Analyzes and identifies records to determine appropriate classification and retention
• Assists with policy amendments.
• Monitors and responds to incoming general inquiries from the public and providing accurate and timely information, including management of the City Clerk’s webmail.
• Assists with research and reference requests.
• Provides administrative support to the Deputy City Clerk, Director of Information Governance.
• Assists with the training of new staff, as required.
• Participates in ongoing records and information management training and education.
• Performs other related duties as assigned. 

Qualifications

• Graduation from a business college or one year post-secondary business related certificate, including specific records and information management courses.
• Three year’s progressively responsible office-related experience, including records and information management experience.
• Thorough knowledge of record and information management concepts, policies and procedures and research techniques.
• Knowledge of The Cities Act, The Local Authority Freedom of Information and Protection of Privacy Act and other relevant legislation, including municipal bylaws pertaining to the management of municipal records, access to information and protection of privacy.
• Demonstrated understanding of bylaw amendments and related concepts for bylaw consolidation.
• Demonstrated ability to maintain a high level of confidentiality.
• Demonstrated ability to communicate effectively, orally an in writing.
• Considerable knowledge of the organization of function of City departments.
• Ability to prioritize tasks and work with minimal supervision.
• Ability to make decisions in accordance with established policies and procedures.
• Skill in operation of office equipment, including a computer with word-processing and electronic records and information management software.

Job Summary

Under the Supervision of the Revenue Systems Coordinator, this position performs a variety of clerical duties in the Revenue Systems section.

Duties & Responsibilities

• Enters and records data related to parking tickets issued, payments, authorized cancellations and changes, animal licenses, sundry accounts receivable invoices, payments, credit memos, and returned mail.
• Prepares batches of, verifies and records data related to parking tickets issued, payments, authorized cancellations and changes and S.A.R. invoices, payments and credit memos.
• Researches and responds to inquiries related to the Revenue Systems Section data, including dealing with external agencies, other civic employees, and the public.
• Opens, sorts and distributes incoming mail from the night depository, the Corporate mailroom and various remittance agencies.
• Verifies payments against remittance slips to ensure completeness and accuracy.
• Batches and balances payments and payment stubs, e.g. utilities, taxes and parking tickets.
• Processes payments using computerized remittance-processing equipment.
• Reconciles totals posted to computer systems with control totals recorded and researches any discrepancies.
• Researches payments where information is missing and completes and forwards the necessary documentation.
• Contacts the public, orally and in writing, regarding payments received that are incorrect or incomplete and maintains the required control documentation
• Acts as back up cashier, when required.
• Performs other related duties as assigned.

Qualifications

Education, Training and Experience Requirements

• Graduation from a recognized, one year, post-secondary business related program.
• Typing speed of 55 w.p.m.
• Two years' related office experience.

Knowledge, Abilities and Skills

• Knowledge of business English and mathematical calculations.
• Knowledge of modern office practices and procedures.
• Knowledge of basic accounting procedures.
• Ability to make decisions/ problem solving in accordance with established policies and procedures
• Ability to multi-task, meet deadlines, and manage several concurrent priorities.
• Ability to maintain accuracy and attention to detail.
• Ability to work independently and participate effectively as a team member and to adapt to changes in scheduling, procedures and office equipment.
• Ability to deal courteously, tactfully and effectively with the public and civic employees.
• Ability to communicate effectively, orally an in writing.
• Ability to handle large amounts of cash and follow cash security procedures
• Skill in the operation of a computer with word-processing, spreadsheet and database software.

Requires Security Check

Under supervision of the Manager, Customer Services, this position provides clerical support to the Planning and Development Department and oversees records maintenance of the Department’s Information and Records Management System.

Duties & Responsibilities

• Assists in the implementation and maintenance of the Department’s Information and Records Management System.
• Assists with evaluating solutions for improvements in the Department’s Records and Information Management procedures and processes.  
• Assists with establishing goals and priorities, setting standards, and evaluating effectiveness of the operation to achieve greater efficacy of services to ensure the achievement of operational, administrative and legislative requirements.
• Analyzes and identifies Department records to determine appropriate classification and retention.
• Assists with administrative tasks related to requests for information under The Local Authority Freedom of Information and Protection of Privacy Act, including the management of confidential information and records pertaining to the requests.
• Assists staff with training and use of the electronic records and information management software and other day to day records and information related matters.
• Scans, edits and indexes all documentation. Maintains proper filing system of documents according to the corporate filing policy.
• Types, formats and processes a variety of Department correspondence, manuals and reports, from written copy and electronic sources.
• Participates in continuing records management education, e.g., Association of Records Managers and Administrators seminars.
• Performs other related duties as assigned.

Qualifications

Education, Training and Experience Requirements

• Grade 12 education.
• Graduation from a recognized business college.
• Typing speed of 55 w.p.m.
• Three years' diversified and progressively responsible office experience.

Knowledge, Abilities and Skills

• Considerable knowledge of business English and arithmetic.
• Considerable knowledge of modern office practices and procedures.
• Knowledge of the terminology used in building design and construction.
• Ability to establish and maintain effective working relationships.
• Ability to prioritize duties and responsibilities.
• Ability to make decisions in accordance with established policies and procedures.
• Skill in the operation of a computer with word-processing, spreadsheet and database software. 

Job Summary

Under supervision of the Clerical Supervisor 13, this position performs clerical, reception and office administration duties.

Duties & Responsibilities

• Screens in-person and telephone inquiries and determines appropriate initial action.
• Responds to a variety of email enquiries pertaining to Parks Service levels, City Tree and Urban Forestry, Pest Management and Park Access Permit programs and generates service requests to the appropriate program staff.
• Coordinates and provides reception and administrative support services, including ordering office supplies to maintain inventory levels and ordering courier services.
• Enters data into various databases, ensures its accuracy, and produces reports, contracts and labels.
• Prepares a variety of documents, including confidential reports, manuals, newsletters, web documents, PowerPoint presentations, etc.
• Controls and records the approvals, payments and keys for the Garden Plot Program, as well as generating approval letters for the participants.  
• Maintains records of office expenditures, e.g. supplies, courier service and photocopying, for budget estimates.
• Maintains the centralized office filing system, including confidential documents as well as assisting with maintaining staffing master data spreadsheet.
• Arranges and confirms appointments. 
• Sorts and distributes incoming and outgoing mail.
• Performs other related duties as assigned.

Qualifications

• Grade 12 education.
• Graduation from a business college.
• Typing speed of 55 w.p.m.
• Two years' diversified experience in general office procedures.
• Considerable knowledge of business English and arithmetic.
• Considerable knowledge of modern office practices and procedures.
• Demonstrated ability to work with newcomers/ immigrant population
• Ability to take accurate minutes of meetings.
• Ability to make arithmetic calculations rapidly and accurately.
• Ability to make decisions in accordance with established policies and procedures.
• Ability to work with minimum supervision and to prioritize duties and responsibilities.
• Ability to communicate effectively orally and in writing.
• Ability to establish and maintain effective working relationships.
• Ability to maintain confidentiality.
• Demonstrated skill in the use of a computer using the Microsoft Office Suite.

Duties & Responsibilities

• Receives, screens and expedites telephone, written and in-person enquiries and determines appropriate action and provides follow-up, as required
• Provides a wide range of confidential administrative duties for the Mayor's Office.
• Assists with the scheduling of appointments and arranging meetings for the Mayor, including maintaining calendars.
• Assists with responding to invitations, including arranging for the Mayor to attend and participate at various functions.
• Performs a variety of clerical support duties including ordering office supplies.
• Coordinates and maintains confidential files and records.
• Prepares, edits, and circulates a variety of correspondence on behalf of the Mayor’s Office.
• Assists with the organization and coordination of special events hosted by the Mayor’s Office.
• Performs designated duties of the Executive Assistant, as required.
• Performs other related duties as assigned.

Qualifications

• Graduation from a recognized business college supplemented by classes in public administration or Business Administration plus three years’ related experience, including one year at a senior administrative level.
• An equivalent combination of education and experience may be considered.
• Thorough knowledge and understanding of City Divisions and their functions.
• Demonstrated ability to handle sensitive information in a confidential manner.
• Demonstrated ability in establishing and maintaining effective working relationships with a wide variety of people (government representatives, elected officials, public, media, and civic staff).
• Demonstrated strong organizational and multi-tasking skills, including the ability to handle large volumes of work and sensitive timelines.
• 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 skill in the use of MS Office suite in a Windows environment.

Under supervision of the Recreation Services Manager (Customer Service), this position coordinates the scheduling of staff for department sites using an automated system.

Duties & Responsibilities

• Coordinates, in consultation with supervisors, the collection, entry and revision of the staff resource requirements in an automated scheduling system for designated work sites.
• Develops preliminary work schedules and assigns staff to approved work schedules, for each work site, in accordance with approved policies, and presents them to supervisors for review and final approval.
• Ensures that the staffing schedules are distributed to each of the department sites in time for posting.
• Adjust and modify work schedules including assigning staff as required to ensure required staffing levels are maintained.  For example, coverage for vacation, illness, and changes to service levels.
• Evaluates system reports regarding the status of staff scheduled.  Investigate and address staff scheduling issues that do not align with department objectives. 
• Provides training for staff regarding scheduling.
• Consults the systems support staff regarding the scheduling system and related items.
• Responds to employee inquiries regarding staff schedules and assignment.
• Performs other related duties as assigned.

Qualifications

• Grade 12 education
• Graduation from a recognized, one-year post-secondary business-related program, or equivalent (such as Recreation Management, Kinesiology, Business)
• Four years' related staff scheduling experience.
• Considerable knowledge of modern office practices, technologies, and procedures.
• Considerable knowledge of project planning and staff scheduling.
• Considerable knowledge of labour regulations and collective agreements in a unionized workforce.
• Demonstrated ability to maintain attention to detail.
• Ability to organize a high volume of work, prioritize tasks, meet deadlines and achieve assigned deliverables.
• Ability to prepare and present reports.
• Ability to communicate effectively, orally and in writing.
• Ability to interpret, and make decisions in accordance with, approved policies and procedures.
• Ability to develop and present training sessions for relevant staff.
• Ability to establish and maintain effective working relationships.
• Demonstrated problem-solving skills.

Additional Requirements

    Evening and weekend work may be involved.