Correspondence Coordinator

2 weeks ago

Victoria, Canada The Corporation of The City of Victoria Full time

**Job Description**:
**Competition #24/22**

**Internal/External Posting**

**Closing date: February 20, 2024**

**Correspondence Coordinator (Continuous)**

**Communications and Engagement Department**

**POSITION FUNCTION**

Provide communications advice and respond to a variety of correspondence on various projects and issues, including Mayor’s correspondence to support increased understanding and engagement in City programs and services. Provide protocol advice and support.

***

**KEY DUTIES**
- Draft high volume of responses on behalf of Mayor and Council and City staff to provide meaningful and timely responses to citizen enquiries and concerns.
- Draft briefing notes and assist in developing and refining correspondence policy, guidelines and evaluation methods.
- Provide protocol advice and support in areas such as Twin City relationships, discussions with First Nations and visiting school groups.
- Coordinate and oversee electronic correspondence tracking system.
- Develop and evaluate long-term correspondence strategies.
- Research, write and edit copy for public information materials targeted at internal and external audiences.
- Prepare presentations on various topics.
- Write and edit internal staff communications including weekly electronic newsletter.
- Work closely with Mayor and City Manager’s Offices and with City departments to initiate communications items anticipatory of community interest and concern.
- Coordinate and write print materials; coordinate, write, monitor and edit web site content.
- Proactively identify where website can be updated to be responsive to community enquiries.
- Assist in increasing understanding of the City of Victoria services and its initiatives with stakeholder and community groups.

Perform related duties where qualified.

**INDEPENDENCE**
- Work is generated by public enquiries, as well as annual objectives, departmental work plans, requests from Mayor and Council, operational demands, emerging communications issues or is assigned by supervisor.
- Work is reviewed through meetings with supervisor.
- Issues of a sensitive nature or deviations from policy are referred to supervisor for direction

**WORKING CONDITIONS**

**Physical Effort**:

- Normal.

**Mental Effort**:

- Meet multiple deadlines. (frequent)
- Short periods of intense concentration. (often)

**Visual/Auditory Effort**:

- Focus on computer screen for long periods. (often)

**Work Environment**:

- Office.

**KEY SKILLS AND ABILITIES**
- Customer service.
- Strong writing skills to compose written materials.
- Organize and prioritize high volume of correspondence.
- Strong research skills including proficient use of web and online tools.
- Strong judgement and decision making skills.
- Resourceful and relationship builder.
- Provide technical guidance and advice to user departments.
- Establish and maintain effective working relationships.
- Deal effectively with the public and outside agencies.
- Familiarity with routine use of Customer Response Management (CRM) system or equivalent.
- Familiarity with routine use of SharePoint or equivalent.

***

**QUALIFICATIONS**

**Formal Education, Training and Occupational Certification**:

- Degree in Communications or Journalism. (4 years)

**Experience**:

- 3 years related experience or an equivalent combination of education and experience.

**OTHER**:
May be requested to substitute in a more senior position.

**Work schedule: Monday to Friday, (35 hour work week)**

**$45.77 per hour, Pay Grade 13 (under review)**

**Job Code #4359**

**This is a CUPE Local 50 Position

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