Administrative Assistant 1, Land - Whitehorse, Canada - City of Whitehorse

    City of Whitehorse
    City of Whitehorse Whitehorse, Canada

    2 weeks ago

    Default job background
    Permanent Full time
    Description

    Job Summary:

    The incumbent provides professional, comprehensive and quality front line customer service for the department.

    Duties and Responsibilities:

    1. Provide front line customer service to the general public. This may include:

  • Receiving and routing a high volume of calls;
  • Responding to enquiries;
  • Interpreting and ensuring compliance with applicable Bylaws;
  • Processing Building/Plumbing permit applications and issuing minor permits (e.g. wood stoves, heating appliances, oil tanks); and
  • Processing new business license applications and home-based business development permits.

    • 2. Process and reconcile a range of financial services according to established internal controls in an accurate and timely manner. This may include:

  • Receiving, verifying, coding, posting and reconciling daily cash receipts;
  • Calculating appropriate fees;
  • Preparing bank deposits;
  • Reconciling permit fees;
  • Preparing invoices, purchase orders and cheque vouchers for refunds; and

    • 3. Provide a range of administrative support. This may include:

  • Scheduling appointments;
  • Arranging meetings, recording minutes, drafting and following up on correspondence;
  • Coordinating and providing support for the Board of Variance activities;
  • Preparing files for building inspections;
  • Compiling statistical data and drafting reports;
  • Maintaining the building inspections filing and diary dating systems;
  • Completing "building file information" searches and generating reports;
  • Analyzing building location survey certificates for compliance with applicable bylaws and building permitting procedures;
  • Updating and providing recommendations into reference material and publications; and
  • Maintaining the building inspection web site.

    • 4. Provide input into administrative amendments to relevant Bylaws;

    5. Act as Customer Service Representative 2 as assigned.

    6. Follow, so far as is reasonably practicable, established safety procedures and standards.

    7. Other related duties.

    Number of Hires Needed 1 Position Requirements

    Working Conditions:

    Majority of the work is performed under normal office conditions with exposure to a high volume of phone and walk-in customers.

    Knowledge and Skills:

  • 1 year post-secondary Business Administration certificate or related field.
  • 2 years previous related experience and 6 months on the job training. Customer
  • Ability to work and maintain accuracy under pressure, attention to details and meet critical deadlines.
  • Ability to work independently in a fast paced environment with little supervision.
  • Strong client service orientation and good interpersonal skills.
  • Good organizational and multi-tasking skills.

    • An equivalent combination of education, training and experience may be considered.