Administrative Support Clerk

Department mission

The work consists of meeting the administrative needs, exercising control over the administrative organization of one or more divisions or other work units, and participating in the preparation and management of the budget and staff.

The incumbent’s responsibilities are as follows:

• Coordinate and monitor the activities of employees of a unit and ensure that the work accomplished meets the objectives.
• Assign tasks: choose work methods and procedures and see to their application; ensure compliance with deadlines; see to the training of staff and advise them in complex or contentious cases.
• See to the behaviour of the employees for whom they are responsible, notify them of any deviations and, if necessary, refer to their superior.
• Perform various administrative tasks related to division, district, office or work unit activities such as the procedures for printing documents, hiring staff, analyzing complaints relating to premises, equipment and provision, and if necessary, implementing appropriate corrective measures, etc.
• See to certain administrative formalities related to the movement of staff (hiring, transfer, promotion, layoff, etc.), prepare, complete or verify the table relating to staff.
• Communicate to the employees of the administrative unit the directives, regulations and standards issued by the authorities and ensure that they are respected.
• Verify and forward the time sheets of administrative unit employees, ensure and monitor the updating of files or records concerning employees.
• Participate in preparing and managing semi-annual and annual budgets for their work unit by collecting the necessary data, drafting or revising requisitions, monitoring the availability of credits, etc.
• Control and verify various sums of money that may be entrusted to them as well as invoices, accounts payable, payroll, transportation costs, etc.
• Ensure the control and classification of documentation for their administrative unit and see to the compilation of statistics.
• Exercise and complete a follow-up on specific files, and obtain the necessary authorizations or signatures.
• Write reports and prepare correspondence related to their activities, answer telephone calls and settle a large number of administrative details that do not require the personal attention of their superiors.
• See to the material organization of the work unit, the purchase of supplies and necessary materials.
• Use, as needed, various office automation devices to perform certain job-related tasks while using the appropriate programming.
• Perform all other related tasks.

Working hours

35 hours per week

For the period between Thanksgiving and the first Monday of May: Monday to Friday inclusively, 8:30 a.m. to 4:30 p.m., minus one hour for lunch. For the period between the first Monday of May and Thanksgiving: Monday to Thursday inclusively, 8:00 a.m. to 4:30 p.m., minus 45 minutes for lunch; Friday, 8:00 a.m. to noon.

How to apply