Administrative Assistant - Victoria, Canada - City of Victoria

City of Victoria

Verified Company

Victoria, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Competition #23/123

Internal/External Posting

Closing date:
May 30, 2023

Administrative Assistant - Planning (Continuous)

Sustainable Planning and Community Development Department:

POSITION FUNCTION

Coordinate and perform administrative support functions for the Director of Sustainable Planning & Community Development and other members of the Department.

KEY DUTIES

Coordinate, assign, review and participate in the work of approximately 3 clerical staff involved in the administrative support for Sustainable Planning and Community Development programs and services; ensure schedules, procedures and established performance and safety standards are met; make recommendations on employee selection, promotion, discipline and development; provide employee training and input to employee performance appraisals.

Maintain records such as hours worked, holidays, sick leave, overtime and senior pay; ensure accuracy of employee entitlements. Complete expense claim forms. Maintain administration filing system and training schedules for staff; approve and code invoices as authorized.

Arrange accommodation and transportation as required.

Perform related duties where qualified.

INDEPENDENCE
Work is generated by requests for service, operational demand or direction by supervisor/Director.
Work is reviewed upon completion.

WORKING CONDITIONS

Physical Effort:

Sit with arms unsupported while keyboarding. (often)

Mental Effort:

Meet multiple deadlines. (occasional)
Deal with complaints or negative comments. (rare)

Visual/Auditory Effort:

Work Environment:

Office.

KEY SKILLS AND ABILITIES
Organize and prioritize the work of a unit.
Strong time management skills, including the ability to meet tight and changing deadlines.
Sound judgment and decision making skills.
Type 60 wpm; working level operation of current City of Victoria word processing, spreadsheet and related speciality software.
Read, interpret and explain bylaws, regulations, plans, standing procedures and operational guidelines.
Maintain accurate records.
Create and edit a variety of correspondence and reports.
Supervise a small staff.
Establish and maintain effective working relationships.
Communicate effectively verbally and in writing.
Deal professionally and timely with all staff, public and outside agencies.

QUALIFICATIONS

Formal Education, Training and Occupational Certification:
High school graduation.
Accredited courses in office administration. (1 year)

Experience:

4 years of related experience including supervisory and zoning experience.
or an equivalent combination of education and experience.

OTHER:

May be requested to substitute in a more senior position.

Work schedule:
Monday - Friday, 35 hour work week

$40.30 per hour, Pay Grade 11

Job Code #4121

This is a CUPE Local 50 Position
At the City of Victoria, we are committed to recruiting a diverse workforce that represents the community we serve. Indigenous applicants, people of colour, all genders, LGBT2Q+ and persons with disabilities are encouraged to apply. Accommodations will be provided upon request during the selection process.

Education :
Secondary (high) school graduation certificate
Experience : 3 years to less than 5 years