Personnel Clerk

Personnel Clerk 

*** This position is a youth employment strategy position funded by Canada Summer Jobs and is for applicants ages 16 - 30 only. 

Note:  You need to answer the "pre-interview" questions before submitting, or you will get an email asking you to complete them. Also note that emails regarding this position come from a "Get Hired" account, and may be delivered to your spam folder.  If you haven't received a response within 24hrs of your application, something has gone wrong.

As the Personnel Clerk, you will work with and support the Administrative Director, corporate officers, fellow HR team members, and supervisors at OMCI. Your skills will be critical in facilitating the communication and accurate documentation of Human Resources records within the company, and with our community partners.  This position reports to the Assistant Director of Human Resources. 

Role and Responsibilities


  • Take direction from senior staff on prioritizing projects and work completion;

  • File/scan, upload and categorize all indicated employee records in the Payworks Human Resources system, ensuring confidentiality, the accuracy of record placement, and legibility to assist in creating a complete record of employment for each employee;

  • Ensure accuracy of data entry into the Human Resources system, including verification of payroll time tracking entries as assigned;

  • Provide input into policy and procedure to assist in keeping current with relevant legislation and practice

  • Assist in the recruitment, screening, interviewing and hiring, onboarding, training and orienting employees to the workplace;

  • Maintain confidentiality of information, understanding that this role has access to sensitive and personal information, the oath sworn for HR staff is more comprehensive than for non-HR team members.


  • Answer telephone and emails; redirect calls and messages to the appropriate party and/or take clear messages;

  • Research information and populate databases (e.g. school contacts, media contact, government contracts);

  • Manipulate database information and create a variety of reports;

  • Research, write, update/edit and distribute office materials and forms, including:

    - Updating the employee handbook;

    - Updating, printing, and collating workshop materials;

    - Editing media releases, key speakers notes, PowerPoint presentations;

  • Sending out blank and receiving completed Health and Safety forms # 6, 7, 8, and other forms as needed;

  • Receiving, processing and filing all other forms and processes as assigned;

  • Note-taking and transcribing during meetings;

  • Report writing, editing, printing, and filling out forms;

  • Distribution of materials as assigned and authorized by senior staff;

  • Occasional weekends may be required for event support.

  • Any other reasonable duties as assigned, and follow procedures and policies as outlined.

Qualifications and Education Requirements
  • Between 16-30 years of age;

  • Consistent access to a functioning computer with internet access;

  • Regular and consistent access to a working cell phone with data;

  • Access to transportation to get to work at a variety of locations both in your constituency, and Simcoe County;

  • Excellent communication skills, both written and oral;

  • Effective use of Google Online and Microsoft Office programs such as Word, Excel and PowerPoint, Outlook, calendar and contact management;

  • Basic office skills: Use computers, printers and scanners and copiers, proper telephone and email etiquette, clear message taking, reading instructions, debriefing, note taking;

  • Manage information workflow, including timely following up with telephone, email, correspondence;

  • Strong data entry/typing skills (speed and accuracy);

  • Ability to collaborate with several teams at once, managing your work within multiple initiatives simultaneously;

  • Demonstrate discretion and independent judgment when dealing with highly sensitive matters;

  • Willingness to share your ideas with senior management;

  • Able to function in an outdoor setting or rotating office locations as needed;

  • One to three years of administrative, human resources, and/or communications training preferred– creating and implementing strategies and developing online content as an asset;

  • Knowledge of Canva and social media platforms to be used effectively and as prescribed;

  • Must appreciate and adhere to strict timelines for payroll processing deadlines;

  • Coordinate meetings and presentations, and have excellent organizational skills;

Preferred Skills: 


Excellent written and verbal communication


Accuracy in data entry

Ability to keep calm in challenging and/or loud environments

Interpersonal & Teamwork:

Personable demeanor

Outstanding organization skills

Ability to diffuse difficult situations (e.g. complaints, concerns) and escalate as appropriate

Decision Making:


Meeting deadlines

Critical thinking skills

Active problem-solving skills

Digital Skills:

Microsoft Office (Word, Excel, PowerPoint, Outlook)

Basic Graphic Design (Canva +)

Social media

Additional Notes

The OMCI team seeks individuals who enjoy collaboration, creativity, learning new skills, and engaging with the artists, and the community. This position may involve working some evenings and weekends as needed for special events and items needed on an urgent basis.  Membership is not required to participate in the competition for this position, and no preference is given to existing members in our ranking process, however, upon acceptance of an employment contract, all employees are required to join the co-operative.  

You are welcome to complete co-op work terms or school assignments through your participation in this program.  We ask that any photos, documents or other content that you may need for your report/presentation be cleared through one of the corporate officers to ensure we are meeting our responsibilities to all employees, members, and volunteers.

*** RETURNING STAFF*** Emerging Artists employed in 2019 are encouraged to add a cover letter file detailing their growth since last season, why they would like to return, and what they hope to get out of the program if selected for 2020.  

To find a full job description for this position, please go to

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