New Job Clerk B - Executive In Manitoba

Clerk B - Executive
Clerk B - Executive

Clerk B - Executive

Company : City of Winnipeg
Salary : Details not provided
Location : Manitoba

Full Description

Under the general supervision of the deputy chiefs and directly reporting to the executive assistant, the Administrative Assistant provides a broad range of administrative and secretarial support services to the deputy chief.

The Administrative Assistant is responsible for arranging work flow, establishing and maintaining effective systems for reporting, correspondence and issue tracking. Key areas of responsibility include the preparation and maintenance of correspondence, reports; managing deputy chiefs' schedules; and coordinating processes.''

As the primary point of contact in the deputy chief office for senior management, departmental staff and the general public, the Administrative Assistant deals with confidential issues and uses discretion and sound judgment in managing workloads. He may respond directly on behalf of the Deputy Chiefs to some issues.

As part of an administrative support team, when required, provides administrative support to the fire and paramedics chief, executive assistant and other deputy chiefs and assistant commanders.

As the Clerk B, Executive and Administrative Assistant., you will:

  • Coordinate the work flow for the Office of Deputy Chiefs by processing all mail, correspondence, and requests, and receiving and storing up incoming requests. They determine priority and forward it to departmental managers for follow-up as appropriate, and maintain appropriate file systems.
  • In preparation of reports and correspondence, compile and collate information to assist the Office of the Deputy Chiefs.
  • Draft and prepare responses for Deputy Chiefs' signature as required (e.g., complaints, commendations, exemplary service letters and upcoming conference information).
  • Draft and edit general correspondence, presentations, briefing documents and administrative records. Ensure proper grammar, punctuation, spelling, and formatting.
  • Receive, review and process all correspondence, policy, briefing notes, operating guidelines and procedures, submitted to the Deputy Chiefs for signature for accuracy, completeness and consistency.
  • Coordinate and organise Deputy Chiefs' schedules and ensure appropriate file materials are available for daily meetings and presentations, including room setup and A/V booking.
  • Prepare meeting agendas, ensure appropriate file materials are available, and gather background material. Take notes as required, participate in discussion of agenda items and distribute minutes.
  • Books flights, hotel rooms, and necessary travel arrangements for the chiefs when traveling.
  • On behalf of the deputy chiefs, coordinate administrative processes including internal and external liaison.
  • As required, provide other related duties consistent with the classification. )

Education qualifications include : )

Education / Certification / Training:

  • High School graduation (grade 12).
  • Formal training in business or office procedures or an equivalent combination of training and experience.


  • A minimum of two (2) years of full time, prior administrative experience working in an office environment within a progressively responsible position or an equivalent amount of related education and experience.

Knowledge, Skills & Abilities:

  • Demonstrated knowledge of the various divisions, operations, and administrative practices of the Fire and Paramedic Service.
  • Demonstrated ability to communicate effectively, both in writing and oral communication, including the preparation of draft correspondence and communication material on a wide range of issues.
  • Demonstrated advanced proficiency in the use of Microsoft Word and
  • The test showed a 65% proficiency in the use of Microsoft Excel and PowerPoint.
  • general knowledge of databases and ability to learn as required by departmental systems.
  • Demonstrated ability to take brief and accurate notes, prepare accurate and concise minutes, and use a laptop in meetings.
  • Demonstrated ability to proofread for correct spelling, punctuation and grammar.
  • Demonstrated ability to understand and follow policy and procedures.
  • General knowledge of current COW policy and procedures, timekeeping provisions.
  • Generic knowledge of basic accounting procedures.
  • Demonstrated ability to organise work, manage competing priorities and prioritize workload, work independently as required, meet deadlines, exercise sound judgment and work in a high-stress environment while paying attention to detail.
  • Effective interpersonal skills and the ability to build trust, work collaboratively within a team, and establish effective working relationships with colleagues, supervisors, management, and other civil service personnel. In accordance with the Respectful Workingplace Policy.
  • Demonstrated ability to deal with all requests and inquiries in a professional, courteous and timely manner. Working with confidential issues, maintain confidentiality and exercise discretion in providing information to others.
  • Demonstrated ability to maintain and organize accurate file systems.
  • ) General knowledge of city organization and public services.
  • Ability to acquire within three (3) months working knowledge of the City and the WFPS’s:
    • Standards, directives, guidelines, protocols, policies, procedures and practices relevant to this position's responsibilities.
    • Familiarity with specific systems and processes in place within WFPS.

Conditions of employment:

  • The successful applicant must maintain legal eligibility to work in Canada. If the successful applicants possess a work permit, it is their responsibility to ensure that the permit remains valid.
  • Must possess and maintain a valid Police Information Check (Original copy) from the City of Winnipeg, satisfactory to the employer. This document will be required at their expense for any infractions, offenses or investigations occurring prior to or after the application submission must be reported to WFPS. For more information please visit:
  • Willingness and ability to successfully complete additional training and/or certifications relevant to this position's duties within specified timeframes if required by WFPS management.

What are the competitive competitions for all employees of the Winnipeg City Council?

  • Citizen & Customer Focus
  • Respecting Diversity
  • Ethics and Values
  • Integrity and Trust