Administrative Coordinator - Victoria, Canada - New Democrat BC Government Caucus

New Democrat BC Government Caucus

Verified Company

Victoria, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Full time

Description

The New Democrat BC Government Caucus is a progressive organization based out of the BC Parliament Buildings in Victoria.

We are a strong and diverse team of individuals who want to make a positive difference for people in BC.

In supporting NDP Government MLAs, all Caucus staff support the goals and objectives of the BC NDP Government to make life more affordable, improve the services we all count on, and build a strong, sustainable economy.

Under the general supervision of the Operations Director, the Administrative Coordinator is responsible for providing effective and comprehensive assistance to support Victoria Caucus Office operations and staff, including:

Administrative & Technical Support

Provide administrative and technical support to Caucus managers, MLAs, and other staff as required.
Responsible for updating and distributing Caucus contact lists.
Maintain and organize Caucus shared drives.
Assist with updating and maintaining Maximizer contact database.
Perform photocopier "key operator" functions, including photocopying, distributing and posting internal documents, monitoring photocopier performance and paper trays, helping staff and MLAs to operate equipment, and arranging for service and supplies.
Post and circulate Caucus and Legislative Assembly operational information and notices.

Caucus Reception

Maintain Caucus reception area and other Victoria Caucus Office publicfacing areas.
Answer routine inquiries from MLAs, Caucus and constituency office staff, media, constituents, and the general public.
Review and transfer telephone inquiries, and take and deliver telephone messages.
Receive visitors; refer visitors and MLAs to appropriate offices and personnel.
Escalate incidents and inquiries to Caucus managers as needed.
Receive deliveries; open, date, sort, direct and deliver incoming mail.
Arrange for outgoing mail and courier services.
Act as Floor Warden and manage workplace first aid services in coordination with Legislative Assembly Protective Services (LAPS).

Office Services, Supplies and Equipment

Responsible for monitoring supplies and ensuring that stationery and other supplies are available, maintained, and well organized.
Maintain and update inventory lists and other administrative records.
Monitor kitchen and coffee supplies in all Caucus kitchen areas, and top up as required.
Order supplies and equipment, and arrange for routine office services; submit regular reports to Operations Director.
Act as the primary office contact for routine office services and maintenance requests; update Operations Director regularly and as needed.
Receive invoices and review for accuracy; enter invoices into DocuWare.
Responsible for the watering and maintenance of office plants, delegating as appropriate.

Caucus Meeting Rooms

Ensure that Caucus boardroom (Pine Room) & Government Caucus meeting room are maintained.
Schedule Caucus meeting rooms and conference phone lines, and assist meeting organizers with information and logístical support as required.
Assist the Operations Director and Legislative Assistant/Office Coordinator with organizing on

- and off-site caucus meetings, staff meetings, and training sessions.

Other duties and special projects as assigned.

DIVERSITY:

The New Democrat BC Government Caucus is committed to recruiting and developing employees that are representative of the diversity of the people of British Columbia.

QUALIFICATIONS:

Superb interpersonal skills, including working with the public, elected officials, senior staff and stakeholders.
Excellent verbal and written communication skills, and ability to type at least 30 words per minute.
Excellent organizational skills, as well as the ability to follow directions with speed, thoroughness and accuracy.
Proficient computer skills, including Microsoft Office and Teams.
A selfstarter attitude, and ability to exercise initiative, work independently and with flexibility.
Strong work ethic, and ability to meet high quality work standards.
Willingness to receive feedback, as well as ability to use feedback to improve and develop.
Knowledge of the structure and policies of both the New Democrat Caucus and New Democrat provincial government.
Clerical, secretarial, or office experience is an asset.
Fluency in other languages is an asset.
Level One First Aid or willingness to receive training is an asset.

OTHER DETAILS:

This is a temporary position covering a maternity leave for approximately 18 months: July 10, 2023 to January 10, 202
This is a Union position governed by a collective agreement with the BCGEU (Local 701).
Benefits as per the collective agreement, including extended health and dental plan, BC Public Service Pension Plan, generous paid vacation, paid sick leave, and other paid leave provisions and benefits. Some benefits may be prorated or limited for temporary employees.
Regular hours are 35 hours