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Administration Clerk (Special Events) Part Time

**Employment Type:**Continuous Part Time

**Hours of Work:**up to 24 hours

**Job location:**City Hall

Pay:$26.21 To $32.51 Hourly

**Grade/Band:**03

**Job Posting Start Date:**3/17/26

**Job Posting End Date:**3/31/26

Job Description:

Overview

An Administration Clerk is responsible for a range of administrative duties, including entering information into databases, confirming registrations and information, and assisting with special events by performing general administrative tasks. This role requires a strong attention to detail, and an expectation that you will work closely with other members of the special events team to provide support and assistance as needed. You will be required to communicate with clients or customers to confirm registration details or resolve any issues that arise. The Administration Clerk may also be required to be on-site at major events to support vendor communications, assist with day of operations, and respond to issues in real time. Overall, the Administration Clerk plays a vital role in ensuring the smooth operation of the special events section.

Responsibilities

• Enters and maintains accurate data in databases including registration information, vendor information and other event-related details.
• Confirms registrations with vendors and exhibitors via phone and email.
• Coordinates logistics for special events including transportation, coordinating vendors and managing event timelines.
• Communicates with clients, vendors and team members (answering questions, providing information and handling any issues or concerns that may arise).
• Assists special events staff with general administrative tasks.
• Assists with updating event information both internally and externally.
• Provides excellent customer service to clients, vendors, performers and other team members.
• Attends major events as required to support vendor check-in, coordinate on-site communications, and assist with operational tasks.
• Supports small projects and event-related initiatives as assigned, working both independently and collaboratively
• Performs other related duties as assigned.

Education

• Minimum Grade 12 diploma.

Experience

• Minimum 1 year of related experience including general administrative tasks (ie. entering data into a database, customer service, etc).

Knowledge, Skills, and Abilities

• Possess strong organizational skills: An Administrative Clerk for a special events team must be highly organized and able to manage multiple tasks and deadlines simultaneously.
• Possess excellent communication skills: This role requires excellent verbal and written communication skills, as the Administrative Clerk may be required to communicate with team members, vendors, and clients on a regular basis.
• Attention to detail: The Administrative Clerk must be able to accurately enter and manage large amounts of data, as well as ensure that all event details are correct and in order.
• Proficiency with technology: This role requires proficiency with various software and technology tools, including Microsoft Office and database management systems.
• Flexibility and adaptability: Special events can be unpredictable, so the Administrative Clerk must be able to adapt to changing circumstances and work effectively under pressure.
• Possess strong customer service skills: The Administrative Clerk must be able to provide excellent customer service and support to clients, vendors, and other team members.
• Be a team player: This role requires the ability to work collaboratively with other team members and contribute to the overall success of the special events team.
• Ability to work some evenings, weekends, and holidays as required for event operations.
• Comfort working on-site during major events, supporting vendor communications and operational needs
• Reliable with a good attitude and employment record.

**Department:**DSD-Development Services Department

**Division:**DSD-Economic Development Division

**Union Code:**Non Union, Management

**Req Id:**772

**Job Code:**1003

**Number of Openings:**1

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