Office Agent

Full job description

Principal Fonction:

The work consists of undertaking, in one or several fields such as the budget, personnel, counter services, files and other activities of administrative and operational support, various duties related to general office work.

Employment: full-time auxiliary - for an indefinite period

Key Responsibilities

Maintain registers, indexes, files, organizational charts, etc., draw up tables, lists, etc.; ensure the follow up of expiration date of invoices, statements, reports and other documents and exercising, by these means, administrative and operational controls.

Open, prepare and maintain up-to-date files, coordinate the progress and ensure that files treated contain the backup and necessary information

Code and index, with the pre-established backup systems, documents and other data; establish, when required, references which permit the tracing of information.

Obtain any documentation relative to the activities; control the movement of this documentation.

Perform tasks of collection and transcription of data on different subjects that require adjustment, updating, grouping, selection and sorting, presentation, etc.

Complete, verify or certify various forms, waybills, invoices, requisitions, timesheets, files, equipment tickets, accident reports, exam notebooks, traffic tickets, advice slip, assiduity summaries; maintain property inventory, etc. and ensure their conformity with the rules or instructions

Prepare, with established data, claims, adjustment statements, notices, etc

Emit certain licenses, work cards, receipts, etc. and give out certificates and other similar documents after ensuring their conformity with the necessary requirements.

Communicate by phone or over the counter with the public, municipal services and certain organizations, regarding information related to their activities; assist taxpayers and other applicants in their application/intervention, transmit notices, record requests, give information on the administrative process, local by-laws and procedures to follow.

Perform and/or verify, with the aid of established and precise data, the calculations of billings, estimations and work progressions, manpower and material fees, interest, balance with different accounts and invoices.

Compose and verify correspondence and reports pertinent to the activities

Produce and conduct the research of exact information from different sources in order to deliver the necessary information or to complete files

Condense and summarize documentation, extract data and make conclusions regarding the distribution, future use, of corrections and annotations needed.

Receive and collect, when required, certain sums of money for the issuance of permits or certificates, sale of various documents, etc.; maintain the petty cash.

Correct the objective parts of the qualification exams, with the correction keys and other appropriate instructions; supervise tests, provide the candidates with the appropriate information.

Carry out various duties related to the inventory control of equipment and office furniture; consider the needs of users, prepare the requisition forms for supplies and, when necessary, distribute them.

Realize any activities under his responsibility by operating, if required, certain office equipment such as typewriter, teleprinter, terminal, computer, telephone, radio, calculator, etc.

Guide and familiarize a few employees assigned to related tasks and verify the work quality.

Use various office automation equipment, as may be required, to accomplish certain tasks related to the job, using appropriate programming.

Undertake any other related tasks. N.B. You will be required to submit to a written competency test.

Skills, Knowledge and Expertise

High School Diploma Experience:

1 year of similar work experience or position Other:

Fluently bilingual: written and spoke

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Note

The masculine gender is used indiscriminately and for the sole purpose of lightening the text. The City of Côte Saint-Luc thanks you for your interest. However, priority will be given to those candidates who best meet the overall profile.

Equal Employment Opportunity

The City of Côte Saint-Luc has an Equal Employment Opportunity Program and as such, we are committed to supporting inclusive diversity practices. We welcome applications from women, visible and ethnic minorities, Aboriginal people, and persons with disabilities. Please advise us of any disabilities that would require special accommodations should you be invited to an assessment process. Please be assured that we will treat this information as confidential.

Note

Please note that the City is a recognized organization under the Charter of the French Language and can use both the official language and another language.

Application Procedure

We thank all applicants for their interest. However, we will only contact those under consideration. Thank you.