Relief Clerk (Human Resources)
Job Number: 4939
Job Type: Casual
Vacancy Reason: Temporary
Temp Contract Length: to be determined
Location: 150 Frederick St - Regional Admin Headquarters
Job Category: Administration
Number of Positions: 2
Division: Human Resources
Hours of Work: 35
Work Schedule: Monday to Friday, in office
Grade: Part Time/No Full Time Equivalent Grade 004
Salary Range: $27.53
About Us!
The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Waterloo Region is part of the Dish with One Spoon wampum, a treaty guiding our commitment to:
- Taking only what we need
- Leaving some for others
- Keeping the dish clean
This agreement underpins our vision, mission, and core value, and reinforces our dedication to meaningful reconciliation and equity.
Waterloo Region is home to over 674,000 residents and expected to grow to nearly one million by 2051. Guided by our 2023-2027 Strategic Plan, “Growing with Care,” we prioritize homes for all, climate aligned growth, equitable services and opportunities and a resilient and future ready organization. Our mission is to provide essential services that enhance the quality of life for all residents, while our core value emphasizes caring for people and the land we share. Join us and be part of a team dedicated to making a meaningful difference in our community.
The Role
Provides general clerical, administrative, and reception support on an interim, temporary, or assignment basis. Incumbents may be assigned to support a variety of Regional departments, divisions, programs, and administrative service areas, based on operational requirements. Assignments are subject to the incumbent meeting applicable training, system-access, confidentiality, security, and operational requirements.
Duties/Responsibilities
- Provides reception support, including responding to general inquiries and directing clients to the appropriate staff member, service, or location.
- Drafts, formats, proofreads, transcribes, inputs, and distributes assigned materials, including correspondence, reports, manuals, resource materials, agendas, minutes, and basic legal documents.
- Assists staff with collecting, editing, entering, and maintaining research and report data.
- Prepares purchase orders, work orders, printing requisitions, and cheque requisitions for approval; processes invoices and reconciles accounts as assigned.
- Records travel claims, purchases, and office expenditures in accordance with applicable policies, procedures, and deadlines.
- Processes mail and assists with bulk mailings and distribution.
- Assists with arranging, scheduling, and registering staff for meetings and training.
- Photocopies, scans, circulates, distributes, posts, and files information as requested.
- Monitors and replenishes office supplies.
- Provides administrative support in different program and service areas as assigned, adapting to local processes, priorities, systems, and client-service requirements.
- Performs related duties as assigned.
Knowledge, Skills, and Abilities
- Knowledge of office policies, procedures, and interpersonal and communication skills normally acquired through a grade 12 education or business practices education, plus 2 years of related experience.
- Ability to comply with established policies, procedures, and guidelines.
- Ability to adapt to changing priorities and deadlines.
- Ability to work independently within established guidelines, and in a team environment.
- Ability to input data efficiently and effectively, with attention to detail. Ability to write notes, and standard and customized letters. Ability to collect, compile, and report information. Ability to complete forms, purchase requisitions, cheque requisitions, records, messages, lists, and meeting minutes. Ability to read and proofread reports, basic legal documentation, memos, letters, other resource material, instructions, and minutes.
- Ability to communicate effectively with all levels of staff, and members of the public with varying levels of understanding of Regional services.
- Computer skills with ability to use software such as Microsoft Office, databases, and the internet.
- Ability to travel within Waterloo Region.
- Ability to support and demonstrate the Region’s values, and participate as an effective team member.
Region of Waterloo is committed to building a workforce through fair, equitable, and accessible hiring practices that allow us to hire qualified staff who reflect the diversity of the community we serve and to promote a respectful, inclusive, and equitable workplace.
We invite all interested individuals to apply and actively encourage applications from members of groups with historical and/or current barriers to equity, including, but not limited to:
- First Nations, Métis and Inuit peoples, and all other Indigenous peoples;
- members of groups that commonly experience discrimination due to race, ancestry, religion and/or spiritual beliefs, or place of origin;
- persons with visible and/or invisible (physical and/or mental) disabilities;
- persons who identify as women; and persons of marginalized sexual orientations, gender identities, and gender expressions
For questions or to request accommodations during your recruitment, onboarding or employment, please contact talentmanagement@regionofwaterloo.ca, or by calling our Service First Contact Centre at phone number (519) 575-4400.
Use of Artificial Intelligence in the Hiring Process: Region of Waterloo may use artificial intelligence (AI) tools to enhance efficiency during the recruitment process. However, applications will also be reviewed by a member of our Talent Acquisition team to ensure a fair and thorough assessment. AI does not make final hiring decisions.
Please note: candidates will be provided an update on their application. Please check your spam or junk folder occasionally as some candidates have noticed our emails in those folders (Gmail and Hotmail in particular).