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administrative assistant

Job Description

Req ID: 23707
Vacancy Type: Permanent
Number of Positions: 2
Closing Date: 08/01/2023

Job Summary

Reporting to the Supervisor of Administrative Penalty System (APS), the APS Clerk performs APS administration functions, including responding to internal and external inquiries, tending to customer service window, scheduling of screenings and hearings and ensuring all documents are properly completed, processed and filed.

Duties and Responsibilities

• Respond to inquiries from clients regarding APS tickets and APS procedure and provide accurate information in a professional and respectful manner.
• Identify inquiries requiring escalation to Supervisor
• Utilize phone, email or in person communication to respond to inquiries by accessing the information through AutoProcess, CityAdmin or Gtechna and referencing the APS procedural By-laws
• Ensure the rules governing process (as set out in legislation, regulations and by-laws) are applied consistently and accurately
• Attend customer service window to address in-person inquiries, requests and complaints

• Receive and review requests for screening and hearings submitted either in- person at the customer service window or online through City Admin.
• Use City Admin software to schedule the screening or hearing appointments and provide the client with their screening or hearing appointment, either in person or by email
• Understand and apply the time limits for submitting requests for screenings and hearings set out in APS by-laws.

• Ensure all pertinent information is included in the form.
• Ensure the client has reviewed and understands the APS process and consequences of failing to comply with requirements as set out in the APS By-laws.
• Review requests carefully to identify the type of request and respond to requests by scheduling the appropriate appointment (screening/hearing/extension application) and provides the corresponding document with the date and time of the appointment.
• Liaise with the external Joint Processing Centre to request the evidence related to automated enforcement tickets.
• Scan and file documents into Gtechna and CityAdmin

Skills and Qualifications

• Post Secondary degree or diploma in a related field is an asset.
• Time management skills to be able to schedule screenings and hearings while tending to the customer service window and fielding phone and email inquiries
• Knowledge of APS by-laws is an asset.
• Familiarity with Outlook, Sharepoint, and Excel
• Knowdedge of Gtechna, AutProcess and CityAdmin is an asset
• Ability to deal with difficult customer interactions and explain the process to dispute a ticket calmly and patiently listen to customer concerns.
• The APS Clerk must have a clear understanding of the distinction between POA court and APS proceedings in order to provide accurate direction to clients.

A Criminal Record and Judicial Matters Check (Level 2) or Vulnerable Sector Check (Level 3) will be required of the successful candidate, at their own expense, to verify the absence of a criminal record for which a pardon has not been granted.

We thank all who apply, however, only those candidates selected for an interview will be contacted. You can also check your application status in your candidate profile online.

All personal information is collected under the authority of the Municipal Act.

We are an Equal Opportunity Employer. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, the City of Mississauga will provide accommodations throughout the recruitment, selection and/or assessment process to applicants with disabilities. If selected to participate in the recruitment, selection and/or assessment process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.

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