Administrative Assistant/Provincial Offences Act (POA) Clerk

City of Kenora

External Job Posting

Job Title: Administrative Assistant/Provincial Offences Act (POA) Clerk

Location: City Hall

Salary: $31.24/hr

Hours of Work: 37.5 hours per week

Position Status: 1 regular, full-time. This is an existing vacancy

Posted: November 13, 2026

Closing Date: Open until filled

Reporting to the Deputy Clerk, the Administrative Assistant/Provincial Offences Act (POA) Clerk provides administrative and legislative support to the Clerk's Department. The position assists with meeting administration, records management, correspondence, research, customer service, and departmental projects while providing backup support for Provincial Offences Court administration and courtroom operations as required. The successful candidate will be highly organized, detail-oriented, and capable of managing confidential information in a fast-paced municipal environment.

Administrative Assistant Responsibilities

• Provides administrative support to the Clerk's Department, including assisting with correspondence, reports, presentations, meeting materials, research, and records management.

• Assists with the preparation, formatting, and distribution of Council, committee, board, and departmental documents, ensuring accuracy and confidentiality.

• Coordinates and communicates meeting notices, agendas, minutes, and supporting materials, and acts as recording secretary for committees, boards, and meetings as assigned.

• Maintains calendars, schedules meetings, books facilities, coordinates logistics, and ensures required materials are prepared and circulated in advance.

• Assists with legislative and administrative processes including records management, document retention, policy administration, appointments, elections-related activities, and public information requests as directed.

• Provides professional customer service to members of Council, staff, external agencies, and members of the public, responding to inquiries and directing requests appropriately.

• Supports departmental projects, research initiatives, and special assignments within the Clerk's Department.

• Maintains confidential and sensitive information in accordance with applicable legislation, policies, and procedures.

• Assists with the preparation and maintenance of departmental files, databases, and electronic records.

• Perform other related administrative duties as assigned.

POA Clerk Responsibilities

• Provides backup and supplementary support for Provincial Offences Court administration as required.

• Accepts and verifies tickets and information for filing from enforcement agencies.

• Performs data entry and retrieves information through the ICON system.
• Processes payments and responds to inquiries from defendants, legal representatives, and the public.
• Assists with courtroom operations, including courtroom set up, document preparation, data entry, management of virtual participants, and courtroom clerk duties during proceedings as required.

• Develops and maintains a working knowledge of Provincial Offences Court processes and legislation to effectively support court administration functions.
• Assists with maintaining court records, files, and documentation in accordance with legislative requirements.

Qualifications:

• Grade 12 Diploma or equivalent is required
• Post-secondary education in Office Administration, Legal Administration, Public Administration, Business Administration, Executive Administration, or a related field would be considered an asset

• Minimum of three (3) years of administrative experience in a professional office environment

• Experience preparing agendas, minutes, reports, correspondence, and meeting materials with a high degree of accuracy and attention to detail

• Experience providing customer service and interacting professionally with internal and external stakeholders

• Experience supporting senior staff, management, boards, committees, or elected officials would be considered an asset

• Municipal experience or knowledge of municipal government operations would be considered an asset

• Previous Provincial Offences Court, legal, or court administration experience would be considered an asset
• Experience processing payments, balancing transactions, or handling financial records would be considered an asset
• Valid Class “G” Driver’s License with a clean driving record
  

The City of Kenora is an equal opportunity Employer and committed to building a workforce that reflects the rich diversity of the community we serve. We encourage applications from all qualified individuals including members of groups with historical and/or current barriers to equitable employment, including but not limited to, Indigenous Peoples, members of racialized communities or visible minorities, persons with visible and/or invisible disabilities, diverse sexual and gender identities, orientations and/or expressions, and others who may contribute to the further diversification of ideas.

The City of Kenora is committed to providing accommodation in all aspects of the recruitment and selection process in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). If you require an accommodation, please advise the Human Resources department in advance to ensure your participation in the recruitment and selection process.

Personal information is collected under the authority of the Municipal Freedom of Information and Protection of Privacy Act and is used to determine eligibility for potential employment.

We thank all candidates for their interest, however only those selected for an interview will be contacted.