Under the direct supervision of the General Manager, the Clerk C manages day-to-day operations of the clerical team, ensuring efficient office administration, high-quality customer service, and compliance with financial protocols. This role includes supervising and mentoring staff, managing administrative functions such as timekeeping, attendance, and records retention, and overseeing financial processes including accounts payable/receivable, petty cash, and year-end audits. The Administrative Supervisor also ensures adherence to purchasing policies, manages systems like Chameleon, T2, and Verint, and serves as a primary contact for stakeholders, handling escalated inquiries and maintaining service excellence. Additionally, the role supports licensing operations, IT setups, recruitment efforts, and other divisional initiatives, requiring strong organizational, leadership, and communication skills to foster a collaborative and respectful work environment.

As the Administrative Supervisor, your duties will include:

• Manage and supervise clerical staff
• Develops and assigns clerical work schedules based on operational needs.
• Lead monthly clerical meetings to share operational updates and key reminders with staff; fosters team collaboration and morale.
• Investigate payment discrepancies related to Paypaq, online licensing, cash out balances payments to external agencies and suppliers, etc. and resolve any issues that arise.
• Ensure appropriate follow-up actions are taken to resolve concerns related to licensing and payments such adoption fees, licensing fees, etc.
• Approve or deny refund requests related to Licensing refunds (special circumstances), petty cash for employees, over payments, doggie dates/adoptions paid in cash) and manage credit card information.
• Review daily cash reports, PK61, and daily deposits to identify issues, guiding staff to make necessary corrections or follow up with Finance.
• Supervise accounts payable/receivable functions, addressing escalated issues. Approve invoices for payment.
• Assist with the onboarding of new staff, including IT setup, cell phone, parking, T2 Access, PCard assignments, etc.
• Serve as the phone representative for the Division, managing phone orders, accessories, reviewing bills, maintaining accurate phone listings, and ensuring proper offboarding of items.
• Oversee the Excess Animal Permit application process, including scheduling committee meetings, reviewing applications, preparing promotional materials, coordinating inspections, and preparing documents for the GM.
• Update and prepare letter templates and forms to meet City branding standards.
• Provide day to day administrative support to the General Manager
• Provide administrative support to the leadership teams as required
• Handle escalated inquiries and complaints related to licensing payments, renewal notices, refunds, website issues, etc. ensuring a satisfactory resolution.
• Serve as a liaison between internal departments (311, BSC) and external entities (WHS, Darcy’s Arc) regarding license sales, fee updates, process changes, protocols, and by-law amendments.
• Act as a point of contact for CMS-AP and Finance regarding escalated AP/AR inquiries.

Your education and qualifications include:

• High School graduation with formal training in office administration; or an equivalent combination of training and experience.

• Minimum 3 years of supervisory or team lead experience in a clerical, administrative, or customer service setting.

• Experience with financial administration tasks, such as accounts payable/receivable, petty cash, credit card reconciliation, and processing of refunds/NSF cheques.

• Proficient in using administrative systems and software, such as PeopleSoft, Chameleon, T2, Verint, Paypaq, and Microsoft Office Suite.

• Experience leading or participating in recruitment activities, including interviewing and onboarding.

• Demonstrated ability to develop policies and procedures, with a strong focus on leading process improvement initiatives. Skilled in resolving complex customer service issues and fostering effective collaboration with internal teams and external stakeholders.

• Familiarity with municipal policies, bylaws, procedures, and records management best practices.

• Strong organizational and time management skills, with the ability to prioritize tasks and manage multiple deadlines in a high-volume environment.

• Ability to interpret and apply administrative policies, procedures, and bylaws with accuracy and sound judgment.

• Skilled in delivering clear and professional written communication, including letters, reports, training materials, and internal documentation.

• Ability to maintain confidentiality and handle sensitive information with discretion and professionalism.

• Capacity to work independently with minimal supervision, while also thriving in a collaborative, team-oriented setting.

• Demonstrated ability to adapt to changing procedures, technologies, and priorities within a dynamic work environment.

Commitment to promoting a respectful and inclusive workplace that aligns with the organization’s values and mission.

• IMPORTANT: Applicants who have been educated outside of Canada must have education which is comparable to the minimum qualification in Canada. Applicants submitting foreign credentials require an official academic assessment report issued by a recognized Canadian assessment service https://canalliance.org/en/ at application.

Conditions of employment:

• The successful applicant must maintain legal eligibility to work in Canada. If the successful applicant possesses a work permit, it is their responsibility to ensure the permit remains valid.
• A Police Information Check (Vulnerable Sector) Satisfactory to the employer will be required from the applicant(s) or successful candidate(s), at their expense. To obtain Police Information Check please visit www.winnipeg.ca/police.