Clerk's Services Assistant

Job Description Section: Clerk's Services Division: Legal and Clerk's Services Department: Office of the Chief Administrative Officer Initial Reporting Location: Tom Davies Square Job Status: Limited Position Estimated Probable Duration: Up to Seven (7) months (Backfill of a Special Project - may be extended) Number of Vacancies: 1 Union Affiliation: CUPE 4705 Inside Unit Hours of Work: 70 hours bi-weekly Shift Work Required: Availability to regularly attend evening and weekend meetings Range of Pay: Group 8 - $29.72 to $34.49 per hour The start date will follow the selection process. Main Function: Provide clerical and administrative support to Council, Committees and Clerk’s Services. Characteristic: Under the general supervision of the Manager of Clerk’s Services/Deputy City Clerk. Duties Coordinate the administrative process and perform tasks associated with the preparation and distribution of open agendas, minutes, statutory notices and resulting correspondence for CGS Council and its Committees. Attend all CGS Council and its Committee meetings as assigned. Perform the duties of a Deputy Registrar, under the Vital Statistics Act, by virtue of appointment by the City Clerk, registering all death and stillbirth events occurring in CGS and District of Sudbury in accordance with Provincial legislation and issue burial permits and death registrations to funeral homes. Prepare and forward original registration records on deaths and submit any necessary documentation regarding marriage licences to the Office of the Registrar General. Review marriage licenses that have been issued in accordance with the Marriage Act, coordinate the booking of marriage ceremonies, perform pre-wedding meetings and prepare documentation for wedding ceremonies. Respond to all in person, telephone, mail and e-mail inquiries of a general nature related to the services provided by Clerk’s Services. Perform clerical duties for Clerk’s Services including but not limited to supporting administrative processes related to Freedom of Information (FOI) requests, ordering and maintaining supplies, organizing booking of meeting rooms and public spaces and cash handling duties, as assigned. Assist in records and file maintenance as well as statistics gathering and reporting. Provide peer training to other CGS employees and Citizen Service Representatives and advise same of changes related to the services provided by Clerk’s Services, as assigned. Act as a Commissioner of Oaths. Perform election duties as assigned and as outlined in the Election Plan. Develop and maintain a thorough working knowledge of CGS’s Safety Manual and the applicable Provincial Legislation listed therein. Perform other related duties as directed. Note: The above duties are representative of a typical position and are not to be construed as all inclusive. Qualifications Education and Training: Successful completion of Secondary School (Grade XII) Education. Experience Over two and one-half (2½) up to and including five (5) years of related experience. Other Requirements Highly competent and demonstrated ability in recording minutes. Demonstrate and proven ability related to computer software and administrative systems in a Windows environment, (e.g. files maintenance, word processing, computerized spreadsheet applications, information input and retrieval, etc.). Demonstrate written communication skills Demonstrate interpersonal skills in dealing with the public in a courteous and effective manner. Highly developed and demonstrated organizational skills, including the ability to meet multiple strict and recurring deadlines. Availability to regularly attend evening and weekend meetings. Excellent use of English; verbally and in writing. French verbal and written skills an asset. Satisfactory health, attendance and former employment history. May require the use of a personal or CGS vehicle on CGS business. Must be physically capable of operating a vehicle safely, possess a valid driver’s licence, have an acceptable driving record, and personal insurance coverage. Competencies: (click to view) Competency Library - Level 2 Proficiency (Individual Contributor) Notice to Job Applicants: Definition of "Assets" on Job Postings — A number of Job Postings will contain items described as "assets" under the Qualifications heading. By way of definition, assets are qualifications which are not required but are deemed to enhance performance and therefore considered in the recruitment process. This job is also being posted as a development opportunity. Should there be no fully qualified candidate for this position, a candidate who can be expected to meet the required qualifications within a reasonable period of time may be considered for this position as a development opportunity. Development opportunity range of pay: $28.88 to $33.80 per hour. The successful candidate will be paid at the reduced range until the minimum qualifications have been met. How To Apply If you are viewing this job posting through a website other than the City of Greater Sudbury's, please visit www.greatersudbury.ca/jobs to apply online. We must receive your resume before 11:59 p.m. on Tuesday, August 25, 2026. For those providing a French language resume, please also include an English version. Click on the Apply for Job button. Follow the step by step application process. Ensure you attached a cover letter and resume. Acceptable file types are: .doc .docx .txt .pdf .rtf Once completed, review your application and click on the Submit button. Upon submission of your application, you will get a confirmation on the screen that your application has been successfully submitted. You will also receive an e-mail confirmation to the e-mail address on your profile. All applicants are thanked for their interest in this position. Only those selected for an interview will be contacted. If contacted, and you require a disability related accommodation in order to participate in the recruitment process you must advise the Hiring Manager. Live outside Canada or new to Canada? The City of Greater Sudbury is dedicated to maintaining a fair, inclusive, and equitable work environment and our City welcomes qualified applicants from anywhere. To learn more about working in Canada, visit this webpage: Applicants Living Outside of Canada (greatersudbury.ca) Contact Us For technical difficulties, issues, questions or accommodations with an application made online email [email protected]

Provide clerical and administrative support to Council, Committees, and Clerk's Services, including the preparation of agendas and minutes. Perform statutory duties such as registering death and stillbirth events and coordinating marriage licenses.

Requires a high school diploma and between 2.5 to 5 years of related experience. Candidates must be proficient in recording minutes, using Windows-based software, and be available for evening and weekend meetings.

• Manipulation d’argentSouhaitée

Relevées dans la description du poste. Confirmez les exigences importantes ci-dessus.

• Minute Taking
• Administrative Support
• Records Management
• Windows Environment
• Word Processing
• Spreadsheet Applications
• Interpersonal Skills
• Organizational Skills
• Written Communication
• Cash Handling
• Public Relations
• English Proficiency

• Government & Public Sector
• Administrative
• Legal
• Customer Service & Support

Formation minimale

Études secondaires

Expérience minimale

2+ ans

Postuler avant le

16 sept. 2026

Langue de l’offre

anglais

Heures de travail

35 heures par semaine

Niveau d’expérience

Mid-Senior level