Job Description Office Support Worker

Job Description
Office Support Worker

5/30/2005 Page 1
PURPOSE OF THE POSITION
(The main reason for the position, in what context and what is the overall end result)
The Office Support Worker is responsible for providing secretarial, clerical and administrative
support in order to ensure that municipal services are provided in an effective and efficient
manner.
SCOPE
(The way that the position contributes to and impacts on the organization)
The Office Support Worker reports to the Comptroller and is responsible for providing office and
clerical services for the Hamlet of Rae-Edzo. The Office Support Worker is also responsible for
administration of permits and licenses.
Failure to provide these services in an efficient and effective manner will result in disruptions in
the provision of municipal services.
RESPONSIBILITIES
(Major responsibilities and target accomplishments expected of the position including the typical problems
encountered in carrying out the responsibilities.)
1. Provide office support services in order to ensure efficiency and effectiveness within the
Hamlet Office
Main Activities
Receive, direct and relay telephone messages and fax messages
Direct the general public to the appropriate staff member
Pick up and deliver the mail
Open and date stamp all general correspondence
Maintain the general filing system and file all correspondence
Assist in the planning and preparation of meetings, conferences and conference
telephone calls
Make preparations for Hamlet Council and committee meetings
Maintain an adequate inventory of office supplies
Respond to public inquiries
Provide word-processing and secretarial support
2. Process financial transactions associated with municipal utilities and services in order to
ensuretheHa ml e t’sfinanc e
sa rema intained in an accurate and timely manner
Main Activities
Process work orders
Coordinate and schedule deliveries
Receive, record and write receipts for any money collected
5/30/2005 Page 2

Reconcile accounts receivable on a weekly and monthly basis

Prepare bank deposits for revenues and deposit funds

Prepare and mail customer account statements on a quarterly basis

Prepare monthly aged accounts receivable listings and submit to the Comptroller

Prepare notices of overdue accounts
3. Perform clerical duties in order to maintain Hamlet administration
Main Activities
Issue licenses and permits for converting buildings, dogs, businesses, motor vehicles
and other areas administered by the Hamlet
Collect, record and issue receipts for licenses, permits and other payments
Develop and maintain a current and accurate filing system
Monitor the use of supplies and equipment
Coordinate the repair and maintenance of office equipment
Reconcile Motor Vehicle and other government services transactions
4. Support the Senior Administrative Officer and Comptroller
Main Activities
Assist the SAO and Finance Officer as requested
Provide administrative services for the SAO and Comptroller
5. Perform other related duties as required

5/30/2005 Page 3
KNOWLEDGE, SKILLS AND ABILITIES
(The knowledge, skills and attitudes required for satisfactory job performance)
Knowledge
The incumbent must have proficient knowledge in the following areas:
bookkeeping an understanding of relevant

office administration municipal legislation, policies
computerized accounting and procedures
programs an understanding of the northern
office administration cultural and political
an understanding of the environment
administration of licenses and
permits
Skills
The incumbent must demonstrate the following skills:
team building computer skills including the

bookkeeping skills ability to operate computerized
analytical and problem solving accounting, spreadsheet and
skills wordprocessing programs at a
decision making skills highly proficient level
effective verbal and listening stress management skills
communications skills time management skills
ability to communicate
effectively in English and Dogrib
Personal Attributes
The incumbent must maintain strict confidentiality in performing the duties of the Finance Clerk.
The incumbent must also demonstrate the following personal attributes:
be honest and trustworthy

be respectful
possess cultural awareness and sensitivity
be flexible
demonstrate sound work ethics
The Office Clerk would normally attain the required knowledge, skills and attitudes through
completion of an office procedures and/or bookkeeping course combined with related experience.
Equivalencies will be considered.

5/30/2005 Page 4
WORKING CONDITIONS
(The unavoidable, externally imposed conditions under which the work must be performed and which create
hardship for the incumbent including the frequency and duration of occurrence of physical demands, environmental
conditi
on s,de ma n dsonone ’ssense san dme t
aldema nds.)
Physical Demands
(The nature of physical effort leading to physical fatigue)
The Office Support Worker will have to spend long hours sitting and using office equipment and
computers which can cause muscle strain. The Office Support Worker may also have to do some
light lifting of supplies and materials from time to time.
Environmental Conditions
(The nature of adverse environmental conditions affecting the incumbent)
The Hamlet Office may be a busy facility. The Office Support Worker may have to manage a
number of projects at one time, and may be interrupted frequently to meet the needs and requests
of residents, clients and contractors. The Office Support Worker may find the environment to be
busy, noisy and will need excellent organizational and time and stress management skills to
complete the required tasks.
Sensory Demands
(
Then
atu
reofde
man
dsont
hei
ncumbe
nt’
sse
nse
s)
Sensory demands include use of the computer, which may cause eyestrain and occasional
headaches. The Hamlet Office may be noisy and busy making it difficult for the Office Support
Worker to concentrate.
Mental Demands
(Conditions that may lead to mental or emotional fatigue)
The Office Support Worker will have to manage a number of requests and situations at one time.
Stress may be caused by the need to complete tasks within tight deadlines.

5/30/2005 Page 5
CERTIFICATION
Employee Signature Supe

rvi
sor
’sTi
tl
e
Printed Name Date Supe

rvi
sor
’sSi
gna
tur
e Da
te
I certify that I have read and understand the I certify that this job description is an accurate
responsibilities assigned to this position. description of the responsibilities assigned to
the position.
Se
niorAdmi
nis
tra
tiveOf
fi
cer
’sSi
gna
tur
e Date
I approve the delegation of responsibilities outlined herein within the context of the attached
organizational structure.
The above statements are intended to describe the general nature and level of work being
performed by the incumbent(s) of this job. They are not intended to be an exhaustive list of all
responsibilities and activities required of the position.

5/30/2005 Page 6

Job Description Office Support Worker

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Job Description Office Support Worker

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Job Description

Office Support Worker

Office Support Worker

3. Perform clerical duties in order to maintain Hamlet administration

4. Support the Senior Administrative Officer and Comptroller

5. Perform other related duties as required

Office Support Worker

bookkeeping an understanding of relevant

team building computer skills including the

be honest and trustworthy

Office Support Worker

Office Support Worker

Employee Signature Supe

Printed Name Date Supe

Office Support Worker

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