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Job Specification
Position Title: RESOURCE MANAGEMENT CLERK
Job Code: OPSEU - Office Administration 08, 08OAD
Job ID: 20736

Purpose of Position:
To provide clerical, administrative and financial support. To provide customer service to internal and external clients.

Duties/Responsibilities:
1. Providing clerical, administrative and team program support by arranging and participating in local team activities (e.g. meetings, events, field trips), recording and composing minutes of meetings, keeping informed of team activities, locally and corporately (e.g. deer feeding programs, controlled deer hunts), completing forms (e.g. land use/work permits), receiving incoming and preparing outgoing mail, compiling data and drafting reports (e.g. summary of permits issued, annual baitfish returns), composing correspondence (e.g. answering inquiries from licensees/permittees and general public), inputting data (e.g. deer harvest data, fur sealing reports), organizing and maintaining team filing systems; keying requisition data, and if required, providing ground to ground radio coverage.

2. Providing customer service to clients (e.g. representatives of resource-based industries, municipalities and the general public) by explaining Ministry legislation, policies and procedures; providing information or programs, assisting in the completion of forms and applications and redirecting client inquiries to other staff and/or government agencies (e.g. Conservation Authorities, Ministry of Environment, Ministry of Northern Development & Mines).

3. Preparing, routing and maintaining custody of specialized documents (e.g. land tenure requisitions, seizure reports and area forester reports); and preparing and issuing permits and licenses (e.g. land use permits, bear management agreements, commercial fish licenses, permission to haul unscaled timber and bills of lading).

4. Performing various financial and revenue tasks by receiving, receipting and reconciling cash float and revenue from licenses/permits sales; dealing with accounts payable (e.g. invoice verifications, special purpose account funds); keying acquisition data; receiving purchase orders and expenditure accounting (e.g. tracking and verifying expenditures on behalf of team).

5. Assisting other staff in providing client services.

Managers have the right to assign additional duties.

The incumbent shall, while in the workplace, conduct themselves in compliance with the Occupational Health and Safety Act and any workplace practices as directed by their immediate supervisor.

Knowledge:
Job requires knowledge of relevant sections of various provincial and Ministry acts (e.g. Crown Forest Sustainability Act, Public Lands Act, Fish & Wildlife Conservation Act), policies, procedures directives, guidelines, regulations and/or statutes to provide information (e.g. seasons, deer draws, land use/trapper permits) and issuance of licenses and permits by referring to appropriate policies, procedures and guidelines.

Job requires knowledge of client services practices, telephone operation and etiquette to provide effective reception services by responding to general request for information.

Job requires knowledge of commercial and corporate software programs (e.g. fully programmable word-processing, data base, electronic mail, spreadsheet applications, government financial and revenue applications, and the Internet) in order to perform a variety of duties such as typing correspondence and reports, inputting and retrieving data, and tracking expenditures.

Job requires knowledge of document retention schedules and file management procedures to maintain filing systems.

Job requires knowledge of office equipment operating procedures (e.g. photocopier, facsimile, postage meter, Point of Sale machines) to ensure equipment functions properly by replacing toner cartridges and paper supplies.

Job requires knowledge of radio operation to communicate with staff on field assignments, using Government Radio Transmission System by monitoring and responding to radio transmissions.

Job requires knowledge of worker responsibilities as outlined in the Occupational Health and Safety Act.

Skills:
Job requires analytical skills to determine urgency of matters/inquiries/processes and give priority based on knowledge of subject matter or by discussing with supervisor/area team staff; to identify and resolve discrepancies in invoices, expenses, coding errors, license reports and returns, and accounts receivable on behalf of team; to determine the most effective way to produce correspondence, reports, charts and tables, by trying different layout formats or software packages.

Job requires analytical and evaluative skills to determine nature of inquiries and how to respond (e.g. which information to provide by referring to policies and procedures or by forwarding more complex inquiries to other technical/ professional staff/supervisors).

Job requires oral communication skills to convey information (e.g. permission to haul, requirements for work permits, land use permits, Bills of Lading); to greet and deal with client groups and the general public, using tact and diplomacy in responding to inquiries and resolving complaints/issues (e.g. lost/stolen outdoors card, draw allocations).

Job requires written communication skills to compose general correspondence and to check spelling/grammar/format in correspondence prepared by others.

Job requires planning skills to make local arrangements for meetings, preparing for training sessions, seminars and workshops (e.g. team meetings, hunter exams), on own or as a part of the area team; coordinating travel arrangements and accommodations for area team members; to organize own workload to ensure priorities are completed within established time frames, as the work is varied and often done for several principals.

Job requires arithmetic skills to account for cash float, license remittances, tracking accounts or expenditures, monitoring area team allocations and expenditures (e.g. reviewing general ledger reports and transaction listings), purchasing supplies via purchasing card or requisition system, inputting financial data (e.g. travel claims, goods and services invoices, harvest records), balancing and depositing issuer remittances; to reconcile revenue license/permit accounts (e.g. timber, land).

Job requires typing to Ministry standards.

Freedom of Action:
Job requires adhering to and accessing relevant Ministry policies, procedures, guidelines, directives, established practices and file information to provide answers to inquiries and resolve client concerns (e.g. land dispositions, timber licensing requirements, game and fish regulations).

Job requires making decisions on own initiative (e.g. composing correspondence, issuing or re-issuing tags/licenses) based on questioning clients to determine validity and ensure accordance with policies and directives, identifying and rectifying errors (e.g. coding errors on invoices).

Job requires performing tasks with minimal direct supervision and works independently to establish work priorities and resolve issues within established policies, procedures and directives.

Job requires referring to supervisor on matters of an unusual/potentially contentious nature or which represent a contravention of policies, procedures or normal business practices (e.g. contravention of angling and hunting license issuing guidelines).