Projects Clerk

At the City of St. Catharines, you’ll find more than just a job — you’ll find a place that fits.

Here, your work means something — where you can see the impact, feel the pride, and know you’re a part of something bigger. You’ll be trusted to do your job, backed by people who care, and part of a team that shows up for each other. There’s flexibility when it counts, and a real understanding that life doesn’t stop when the workday starts. With pay you can count on, great benefits, and a pension that helps you plan ahead — you’ve got more than a job. You’ve got the space to grow, the balance you need, and a place that gets it.

It feels different — because it is.

It’s a place that works for you.

Position Currently Under Review

About the Role

Reporting to the Office Manager, Engineering, Facilities and Environmental Services, the Projects Clerk is responsible for maintaining, coordinating, and carrying out detailed, time-sensitive work required for tender and preparation of payment for Municipal project contracts and other engineering services. The Project Clerk with also carry out various other Department specific administrative duties.

What You'll be Doing

• Coordinate the preparation of tender/proposal specifications as required by Engineering staff for submission to the Purchasing division’s bids and tenders web platform; tasks include circulation of draft specifications for review and comment from Project Managers, identification of typographical errors or omissions, confirm publishing and closing dates while meeting established deadlines accordingly, and review all consultant contract specifications confirming formatting compliance with bids and tenders web platform.
• Prepare various Tender Advertisements and Addendums for publication as required while meeting publishing deadlines as prescribed by the City’s procurement By-law and policies and ensure proper distribution to appropriate persons to avoid challenges to the procurement process.
• Prepare the required Purchase Requisition, prepare Form of Agreement, and arrange multiple print & digital copies for contract execution as required by Legal Services, Project Managers and for use by Purchasing division for issuance of the applicable purchase order.
• Review all incoming invoices submitted for payment by the City under the Construction Act – Prompt Payment Legislation; as prescribed, determine if contractor invoice includes required documentation (i.e. WSIB, Certification Insurance etc.) to be deemed a “proper invoice” or does not comply with the Legislation; prepare the required payment paperwork for approval by Project Managers and submit to Accounts Payable within the timelines outlined in the legislation, and update the Prompt Payment tracking sheet.
• Review all project related invoices that do not fall within the prompt payment legislation and noting any errors or omissions, prepare and track the various payment forms including release of holdback payments, partial payment receiving reports, change orders to purchase orders etc., and obtain required payment approvals prior to submission to Accounts Payable as prescribed.
• Calculate and record Inspector's time, mileage, and meals chargeable to contracts and subdivisions and prepare monthly reports for Financial Management Services.
• Process various Department payments received in-person or via mail using the AMANDA system.
• Answer incoming phone calls to the Department assisting or directing residents to appropriate staff for response.
• Provide back-up support to the Processing Administrative Clerk as required during vacation or other absences; tasks include processing payments for various Facilities staff, work orders as required, and purchase card consolidation.
• Assist generally in the administrative duties and counter work of the Department.
• Perform other similar and related duties as required.

What's Required

• Grade 12 diploma or equivalent.
• One (1) year experience working in an administrative role, preferably in an Engineering or Construction environment.
• Proficient in Excel and Microsoft Word.
• Courses in Microsoft Excel Levels 1, 2 Level 3 are considered an asset.
• General accounting and/or bookkeeping courses are considered an asset.
• Completion of AMCTO – Municipal Accounting & Finance Program or willingness to complete.
• Demonstrated knowledge of contract procedures.
• Knowledge of Department procedures and City policies are considered an asset.
• Strong organization skills with a high attention to detail and the ability to meet strict external payment deadlines.
• Ability to multitask in a high volume, fast paced environment.
• Experience working in AMANDA, Work Manager and Adobe Professional are considered an asset.

Job Details

Pay Rate: $56,365.40 - $63,354.20

Hours: 35 per week

Schedule: Monday to Friday, 8:30 AM to 4:30 PM

Location: St. Catharines, ON

Work Mode: In Person

Employee Group: CUPE Local 157

Position Type: Temporary, Full-time

Duration: Until December 31, 2026

Vacancy Status: This posting is for an existing vacancy

Application Deadline: Until Filled

Jobs with an application deadline will close at 11:59 PM on that date. Jobs listed as ‘open until filled’ may close at any time.

Other Requirements

Other Position Requirements include: None

Candidates selected for the position will be required to complete the Ministry of Labour’s Worker Health and Safety Awareness training and provide proof of the educational credentials listed on their resume and job application.

What's In It for You

Curious what it’s like to work for the City of St. Catharines? Watch the video and Hear from Our Team.

Here’s what you can expect when you join us:

• Great People: Be part of a team that supports you, celebrates your wins, and helps you succeed.

• Make Your Mark: Bring your ideas, drive meaningful change, and leave a lasting impact on our community.

• Learn & Grow: Access training and development funds to take your skills to the next level.

• Competitive Pay: Competitive pay from a certified Ontario Living Wage Employer.

• Secure Future: Join the OMERS pension plan with employer-matched contributions.

• Balance & Benefits : Flexible hybrid work options plus health, dental, and vision benefits for eligible positions.

Additional Information

Equal Opportunity Employer

The City of St. Catharines is committed to fostering an inclusive, accessible, and respectful work environment. We celebrate the uniqueness of every individual. Our community is enriched by people from diverse backgrounds and lived experiences—a value reflected in our 2023–2027 Strategic Plan.

Don’t Meet Every Requirement?

We encourage individuals from all backgrounds, experiences, and education levels to apply. While specific qualifications may be required for certain roles, we assess each applicant’s overall suitability. Please note that unionized roles are subject to collective agreement requirements.

Accommodation

We are an equal opportunity employer and provide accommodations throughout the recruitment process in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). If you require accommodation at any stage, please contact Human Resources at [email protected].

Application Process

To ensure transparency and fairness, all applications must be submitted online through our application portal. Please keep your contact information up to date and regularly check your spam and junk email folders, as important communications may be directed there.

Interviews and Assessments

Depending on the role, interviews may be conducted via video conferencing or in person. Various tests and/or assessments may be administered as part of the selection process.

Use of AI

The City of St. Catharines does not use artificial intelligence (AI) technology in any part of the recruitment process.

#LI-ONSITE