Clerk 4 - Executive Operations

Summary

This position acts as primary receptionist/cashier/information services clerk for the Capital Regional District (CRD) and Capital Region Housing Corporation (CRHC). This position performs general administrative functions for the departments and performs a variety of clerical tasks for tenants. 

Key Duties & Responsibilities

• Acts as the primary receptionist and cashier for the CRD and CRHC providing excellent customer service in person and over the phone.
• Monitors visitor access and maintains security awareness by issuing, checking and collecting visitor and contractor badges as necessary and maintaining visitor logs for the CRD.
• Accepts all payments and issues receipts for cash and/or cheque and debit payments, as requested.
• Operates the CRD and CRHC main switchboards; determining the nature of the inquiry and either answering the question(s) or transferring them to the appropriate contact.
• Addresses complaints in a sensitive manner and deescalates the situation as possible.
• Provides housing information to the public; explains the functions, rules, regulations and policies governing the operation of the Housing Corporation; deals tactfully with the public.
• Answers questions regarding the application process and completing the necessary forms; explains housing availability and refers applicants to other agencies, where appropriate.
• Reviews applications for completeness and forwards to BC Housing Registry.
• Creates files in Infolinx as required.
• Maintains basic knowledge of CRD programs and other associated government agencies, staff contacts and CRD Board/Committee meeting schedules.
• Processes incoming mail and maintains a log of courier deliveries and collections to and from CRD reception and contacts staff about package arrivals.
• Assists with the preparation of arbitration evidence packages.
• Coordinates changes to telephone messaging system, fax and photocopy repairs and maintenance.
• Maintains SharePoint site for Fisgard Main Reception.
• Maintains lobby display shelves of brochures and promotional materials by ordering as required, and organizes daily and weekly newspapers and other information materials.
• Provides general administrative services for the CRD and CRHC as required.
• Processes meeting room reservation requests and posts headquarters meetings schedule daily.
• Enters reservation requests for headquarters fleet vehicles, issues and tracks vehicle keys, reports any problems and submits monthly journal entries for vehicle charges.
• Receives tender documents and records required information.
• Performs Fire Warden responsibilities.
• Maintains Fisgard staff room coffee supplies by replenishing daily and ordering as required.
• Ensures opening and closing procedures are followed.
• Follows all policies, procedures and standards of the CRD.
• Performs other related duties as required.

Additional Information

• None

Key Skills & Abilities

• Excellent communication (verbal and written), interpersonal and customer service skills.
• Strong MS Word, Excel, PowerPoint and Outlook and SharePoint skills.
• Strong information literacy; excellent at utilizing a wide range of information resources, including Internet, such as CRD website.
• Extensive experience in communicating with the public, in person, by phone and by Internet, including email and webmail.
• Strong ability to respond professionally to public, staff and elected official queries in person, over the phone and via email; including conflict resolution skills for dealing with difficult people in a professional manner.
• Considerable experience performing basic accounting functions including basic transactional coding and data entry. 
• Considerable experience handling, balancing, recording and depositing cash; to complete accurate reconciliation and calculations with accuracy and speed.
• Strong ability to establish and maintain effective and collaborative working relationships.
• Strong ability to take initiative, use independent judgement and show discretion.
• Strong organizational skills, including the ability to work under pressure, prioritize work and to set and meet deadlines.
• Strong ability to work effectively in a team environment and individually with minimal supervision.

Qualifications

Certifications