Clerk Typist V - Fire & Protective Services

Position Summary

Are you passionate about organization, customer service, and keeping things running smoothly behind the scenes? The City of Regina is looking for a detail-oriented and proactive professional to join our team. In this dynamic role, you will provide essential administrative, coordination, and logistics support that ensures the seamless operation of our work units. From offering a friendly first point of contact at reception to managing critical workflows, you'll play a key part in serving our community and supporting our teams' success.

These positions are responsible to provide administrative, coordination, customer service, cashier duties, and logistics services and functions to support administrative work processes and duties for a work unit.

Key Duties & Responsibilities

• Provides reception, counter service, and first point of contact for work unit.
• Answers phone calls, directs calls, takes messages, and performs clerical tasks (photocopying, scanning, faxing, filing, printing, labeling, stuffing envelopes).
• Triages service requests and incoming messages (in-person, phone, email) for response and action.
• Coordinates information/materials flow for meetings and arranges logistics (rooms, equipment, resources) for meetings, events, travel, accommodations, and training.
• Supports special and annual projects (new truck commissioning, annual binder updates).
• Performs operational and transactional tasks (public notices, fire protection licenses, parking permits, cash payments/management).
• Collects, logs, and distributes daily mail.
• Drafts, edits, proofreads, and formats correspondence, memos, service requests, and reports.
• Tracks employee training and development.
• Updates manuals and standards, and circulates revised documents.
• Prepares information packages (files, reports, correspondence, research, background materials).
• Attends meetings, takes minutes, and circulates drafts.
• Responds to information/material requests from internal and external stakeholders.
• Assembles and forwards statistics to external agencies (incident tracking).
• Supports Freedom of Information requests with searches and circulations.
• Processes departmental invoices, journal vouchers, cash receipts, and purchase/payment requisitions.
• Accepts payments and balances daily cash receipts.
• Monitors office supply inventory, requisitions, and purchases within established authority.
• Maintains filing systems per corporate records management policies.
• Completes searches, inputs data, validates data, and generates reports and lists from programs and applications.

Key Qualifications

• Completion of secondary school or equivalency plus job-related training and/or course work
• Minimum of one year of previous and on-the-job administrative and/or clerical experience
• Understanding of area-specific concepts and practices.
• Familiarity with branch, broader divisions, and relevant policies, procedures, and legislation, including health and safety standards.
• Proficiency in office productivity software, internet browsers, search engines, enterprise software, discipline-specific software, and technology devices.
• Provides front-line customer service, handling frustration/rudeness professionally.
• Interacts with staff and residents to exchange general information.
• Responds sensitively and appropriately to customer/client needs.
• Explains administrative processes, policies, and procedures.
• Consults and follows policies, procedures, and processes.
• Prioritizes and adapts office activities to meet deadlines.
• Triages incoming calls and emails.
• Suggests improvements for work processes.
• Enhances customer service and administrative experiences.
• Contributes to health, safety, and well-being of self and others.
• Supports work unit activities by completing tasks/workflows.
• Ensures financial stewardship through careful purchasing and maintenance of supplies and equipment.

Working/Other Conditions

•  Exposure to emergency response documentation including graphic depictions and disturbing information.
•  Uses keyboards, mouse, computers/tablet, and other technology devices.
•  Moves and carries objects/equipment/supplies/files.