Vital Statistics Clerk, Temporary (up to 7 months) in Kingston upon Thames

The City of Kingston acknowledges and respects the traditional territories of Anishinabek, Haudenosaunee and Huron-Wendat. Kingston is a smart, livable city in eastern Ontario with a diverse economy that includes global corporations, innovative start-ups and all levels of government.

As staff, you play a pivotal role in enhancing people's lives by delivering exceptional, customer-centered services of the highest quality. Within our highly ethical environment, you'll embrace accountability by consistently going above and beyond, actively listening to our customers, addressing their needs, and maintaining respect for all individuals you serve. You'll be part of a team recognised for its compassion, excellence, integrity, inclusivity, and adaptability.

Position Summary

Please note this is a temporary assignment, covering full-time hours, for up to 7 months. The Vital Statistics Clerk is responsible for the issuance of marriage licences and for the accurate registration of deaths and still births. This position provides superior customer service and answers general inquiries from the public by performing reception and cashiering duties at the counter, via telephone and through correspondence, including preparing documents for Affidavits and Statutory Declarations, processing payments, and retrieving by-laws and agreements.

Key Duties & Responsibilities

• Register and verify deaths and still births & issue burial permits to funeral directors and marriage licenses to members of the public
• Prepare statutory declarations for the public
• Conduct duties to assist with the commissioning of Affidavits
• Liaise with the Provincial Office of the Registrar General to sort out birth, death, and marriage license issues
• Process a variety of customer payments received in person, by mail, drop box, or over the phone
• Respond to public and internal inquiries, complaints and investigating discrepancies
• Prepare correspondence, reports and other documents
• Perform general office duties such as opening mail, filing, and faxing
• Other duties as assigned

Qualifications, Competencies

• 1 year diploma in Office Administration or related field
• Six (6) months experience in municipal affairs
• Must demonstrate corporate values of Belonging, Collaboration, Accountability, and Innovation

Skills, Abilities, Work Demands

• Excellent customer service skills
• Intermediate computer skills and experience with Microsoft Office (Word & Excel)
• Accurate keyboarding skills 40 wpm (tested)
• Demonstrates initiative, tact, and good public relations skill
• Ability to work in a team environment with limited supervision
• Must obtain and maintain a satisfactory Criminal Record Check (CPIC)
• Ability to conduct business in French is an asset

Closing Statement

Please apply to Career Opportunities at: www.cityofkingston.ca/Careers. Please inform us of any accommodations we need to make to ensure a barrier-free recruitment experience. Accommodations are available in accordance with the Ontario Human Rights Code (OHRC) and Accessibility for Ontarians with Disabilities Act (AODA) at any stage in the recruitment process. We're happy to provide more information if you email us at HRCity@cityofkingston.ca. Your resumé must demonstrate how you meet position requirements. Please upload to your profile any educational Degrees, Diplomas and/or Certificates that are relevant and required for the position. We thank all who apply; however, only those selected for further consideration will be contacted. Information collected will be handled in accordance with the Municipal Freedom of Information and Protection of Privacy Act. The City of Kingston may utilise artificial intelligence (AI) assisted tools throughout the recruitment process. All final hiring decisions are made by qualified municipal staff. Please ensure to check any spam or junk folders for any emails coming from a City of Kingston account.