job application - administration clerk -...

Job Application - Administration ClerkDEADLINE AND DECLARATION REQUIREMENTS:

To apply for the position of Administration Clerk with the District of Ucluelet, complete the following discovery document to provide us with details about yourself and your history. When complete, please email your completed application to [email protected].

You must include the following declaration with your submission. Your authorization on this declaration form is your consent that as a condition of being considered for employment with the District of Ucluelet, references about past work performance will be obtained from your current and previous employers. Failure to provide this declaration will result in disqualification:

GRADING:

Your content will be reviewed and rated on a 5-point grading system from 1 (Not Acceptable) to 5 (Exceeds Expectations). Overall written skills and adherence to instructions will also be graded.

INSTRUCTIONS:

Please read the questions very carefully. Be mindful to answer the questions that are asked.

Be specific and detailed in your responses. To score at a high level, we need to know “what” you did and “how” you did it. We can only award points on the content of your response.

There is no word or page limit for your answers.

Single spaced; Arial 11 point font; appropriate spacing and colours for ease of readability

Please save your finished document with the following file name:

YOUR LAST NAME, YOUR FIRST NAME – Admin Clerk

All responses must be returned via email to [email protected] .

Human Resources - pg.1

I _____( Your name)______ certify that the written assignment for the Administration Clerk position with the District of Ucluelet is entirely my own work and I have not discussed this document or its contents with anyone. I certify the information provided is true and complete. Furthermore, realizing this is a competitive process, I agree to hold confidential all questions and my responses until the results of this competition have been released. I understand that if any information in this document is found to be untrue, incomplete or not my own work, it may result in disqualification or I may be terminated for just cause in the event that I am the successful applicant.

_____________________________________________________________________Signature

(When submitting this document electronically, typing your name in the signature line will constitute your

signature)

mailto:[email protected]


APPLICATIONPLEASE COMPLETE ALL REQUESTED INFORMATION

Applicant Information

Full Name:

Address:

City: Province: Postal Code:

Primary Number: ( ) Cell Phone Number: ( )

Have you ever interviewed with the District of Ucluelet? Yes No

Have you ever worked for us before? Yes No

If yes: Date Range___________________ Year(s) ______

Position(s) ____________________

Have you ever worked for a municipal government before? Yes No

TELL US ABOUT YOUR PAST JOBS:Give us an overview of your most relevant employment history, and how you feel this experience is transferrable to the District of Ucluelet and the position of Administration Clerk. Copy and add additional tables for additional positions if appropriate.

Position One

Where did you work? (include name of company and phone number)

Start Date: End Date:

What was your position?

What were your duties/responsibilities in this position that you feel are transferrable/relevant?


Why did you leave?

May we call your supervisor? Yes No Supervisor Name:

Supervisor Contact Information:

Position Two

Where did you work? (include name of company and phone number)

Start Date: End Date:

What was your position?

What were your duties/responsibilities in this position that you feel are transferrable/relevant?

Why did you leave?

May we call your supervisor? Yes No Supervisor Name:

Supervisor Contact Information:

… insert additional tables here, if appropriate

What are the things you liked about your previous jobs?

What are some of the things you did not like about your previous jobs?


TELL US MORE ABOUT YOURSELF:

The District of Ucluelet is a municipal government organization, and functions uniquely from the private sector. Everything we do centers on public service (which is not exactly the same as ‘customer service’). We serve our community members and our elected officials in providing essential and recreational services. We directly interact with the public by responding to inquiries, processing payments for permits and services, and following up on information requests and complaints. Indirectly, however, we serve by ensuring the smooth operation of the organization; this includes preparing agendas and correspondence, liaising with external agencies, updating our media outlets, and meeting the deadlines and requirements of governing legislation.

a. Tell us why you want to work for District of Ucluelet.

b. Tell us what “public service” means to you, and why you feel you are suited to public service.

The District of Ucluelet’s municipal office is a small but high-functioning office with two front-facing Clerks (of which the Administration Clerk is one). There is never a dull moment, and priorities can change quickly depending on the requests of Council, public emergencies, or internal events that require “all hands on deck”. While we work continuously to train our employees to deal effectively with most situations, the ability to work independently and know how to access resources is a key in our office’s success in serving citizens and Council.

a. Describe a time when you worked independently, where your employer depended upon your actions to meet operational goals but could not provide you with targeted training. Be specific as to how you worked independently and what you did to meet the operational goals.

b. What were your personal contributions that made you successful? If you weren’t successful, identify the conditions that prevented you from being successful in that instance.

c. What do you think are the barriers to working independently and how can they be overcome?


“Fit” is an important contributor to success in any job - this position is no different. As a member of the joint Finance and Administration team, you need to have a passion for quality service and providing quality work. You have to really value being part of a team and all the responsibilities that come with it. You must be comfortable working in a dynamic and changing work environment. You must be able and willing to think on your feet, learn quickly and thoroughly, and be able to solve problems you’ve never encountered before.

a. With this in mind, please tell us why you think you would be a good “fit” for this job? Feel free to reference any and all life experiences you deem relevant.

b. Based on what you know of the position, what aspect of the job is the most appealing to you? Why?

c. What is your strongest contribution to any team environment?

SKILLS & ABILITIES:

Below is a summary of the core functions for the Administration Clerk position. Please indicate your experience in each area in the adjacent cell.

Clerical (retrieving and filing records, proofreading documents, data entry, running errands, delivering messages)

Media Notifications (posting to Facebook and Twitter; navigating and updating website backend using Joomla; sending email notifications using MailChimp)

Customer Service (responding to public inquiries, alerting department managers of complaints)

Agendas (using iCompass or similar software to prepare meeting agendas, printing packages for Council and the public)

Business Correspondence (monitoring general email account [email protected], communicate via email or phone with external agencies)

Business Writing (drafting letters on behalf of elected officials or managers)



Coordination (booking flights and hotels, arranging meetings, organizing catering)

Research (via the Internet or calling external agencies)

Mail Processing (sorting mail daily, distributing mail to appropriate recipients, filing mail)

Finance Dept. Assistance (processing payments, assisting the Finance Clerk as needed with accounts payable/receivable)

Planning Dept. Assistance (preparing simple agendas, preparing envelopes for mass mail-outs)

MS EXCEL: The Administration Clerk position involves frequent use of Microsoft Excel in the performance of everyday duties. Please outline your experience using this program and give an example of the most complicated activity/activities you have used this program for.

MS WORD: The Administration Clerk position involves frequent use of Microsoft Word in the performance of everyday duties. Please outline your experience using this program and give an example of the most complicated activity/activities you have used this program for.

Imagine your supervisor has asked you to draft a letter to be signed by the Mayor. This letter is a “letter of support” for a local community group who is applying for a federal grant so that they can host Canada Day celebrations in Ucluelet. The only other information you have is that the group would use the grant to put on a fireworks show and a kid’s carnival.

a. How would you proceed with this task?

b. What content would you put in the first (opening) paragraph of the letter?

c. What content would you put in the body paragraph(s) of the letter?

d. Give an example of a cordial yet formal closing statement you would use in the letter


REFERENCES:

Reference checks will be conducted to assess your past work performance and may include checks of attendance records. In addition to the references identified in the "Work History" section, you may wish to provide further references. If any references have known you by a previous name, please specify.

Name Telephone # Relationship # of Years Known

APPLICANT COMPLETION:

Date Signed Earliest Available Start Date

Thank you for your submission - we appreciate your interest in joining our dynamic team! Once this application has been assessed, you will be contacted by email if you have been selected to participate in an interview. Not all applicants who complete this assignment will necessarily be selected to interview.


job application - administration clerk -...

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