Administrative Assistant - Campbell River, Canada - City of Campbell River

City of Campbell River
City of Campbell River
Verified Company
Campbell River, Canada

2 weeks ago

Sophia Lee

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Sophia Lee

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Description

General Accountability:


Purpose and Scope
As part of the Development Services Department, reporting to and taking direction from the Development
Planning Manager, the Administrative Assistant performs a wide variety of administrative duties and provides
support to all administrative functions associated with the Development Services Department.

Incumbent may be assigned, or moved, to any one of the Administrative Assistant positions in the department
to meet operational needs.


Nature and Scope of Work

  • Performs a wide variety of clerical duties, including, but not limited to the following functions:
  • Respond to general inquiries from various internal and external customers.
  • Receive and manage Business License approvals.
  • Receive and reconcile cash and other financial transactions.
  • Process and maintain accounting data including, but not limited to, purchase orders, invoices, cheque
- requisitions, expense claims and security deposits.
  • Scan, photocopy and electronically file documents.
  • File and maintain the records management system.
  • Prepare, process and maintain a variety of departmental documents, records and files.
  • Prepare, type and issue correspondence as directed.
  • Create, update and maintain a variety of publications and promotional material.
  • Update and maintain the department's City website.
  • Process media releases and monitor social media sites as necessary.
  • Update and maintain department reference material.
  • Maintain reference manual for position duties for backup personnel.
  • Receive and route incoming and outgoing mail.
  • Prepare agendas and take meeting minutes.
  • Order and maintain office supplies.
  • Transcribe meeting minutes from others' notes.
  • Complete special projects as assigned.
  • Provide assistance to department colleagues in response to workload demands.
  • Provide backup coverage Administrative Assistant positions within the department as and when required.
  • Other related duties as may be assigned._Job Description
  • Administrative Assistant (Development Services)
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Necessary Qualifications

Knowledge:


  • General knowledge of modern office procedures, composition of letters and customization of
documents.

  • Working knowledge of WorkSafeBC regulations and safe work procedures.
  • General knowledge of planning, building, development servicing and subdivision processes.

Skills:


  • Excellent customer service and conflict resolution skills.
  • Good oral, listening and written skills.
  • Strong attention to detail and high degree of accuracy amidst frequent interruptions.
  • Good keyboarding/typing skills.
  • Good time management and organization skills.
  • Good decisionmaking and problemsolving skills.
  • Intermediate proficiency with Microsoft Word and basic proficiency with Microsoft Excel.
  • General computer literacy.

Abilities:


  • Ability to deliver a high level of customer service and deal calmly, courteously and tactfully with all
customers, both internal and external.

  • Ability to deal effectively with confrontational clients and remain calm during hostile or stressful
situations.

  • Ability to receive and reconcile cash.
  • Ability to work with mínimal supervision.
  • Ability to work within and contribute to a proactive team environment.
  • Ability to work under pressure, effectively respond to a high volume of inquiries and do a multitude

- of tasks.
  • Ability to accurately process, check and maintain a variety of office records, files, reports,
documents and related materials, as well as file and retrieve information (both manually and
electronically).

  • Ability to use department specific software programs and operate office equipment required for the
work.

  • Ability and willingness to contribute to maintaining a respectful, safe and supportive work
environment that embraces diversity, along with treating everyone with courtesy, dignity and
fairness.


Education:


  • Grade 12 or equivalent.

Training:


Experience:


  • Minimum three (3) years' clerical work experience in an office environment.

Unusual Working Conditions

  • Incumbents may be assigned to any one of the Administrative Assistant positions in the Development
Services Department and will be required to undertake cross training in those positions as needed.
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