Departmental Associate 4

2 weeks ago

Richmond, Canada City of Richmond BC Full time

**Departmental Associate 4**:
The City of Richmond is committed to be the most appealing, livable, well-managed community in Canada, a goal that is only made possible by developing our most valuable asset - _our people_. This is a great opportunity to join our team and shape our community. The City of Richmond offers competitive pay programs, comprehensive benefits and attractive incentives. If you are looking to make a difference, and to share our vision “to be the most appealing, livable, and well-managed community in Canada”, then please apply.

**Overview**:
The Departmental Associate 4 position provides administrative support to the Community Social Development department. Under the direction of the Director, Community Social Development, this role is responsible for the planning, control and coordination of administrative activities for the Community Social Development department. This includes coordinating the department’s annual (capital, operating) budgeting process and ongoing reporting, monitoring, tracking, processing of expense accounts, procurements, payments, etc.; developing and implementing a variety of office systems, procedures and controls to ensure administrative processes and to meet departmental and corporate requirements; preparing various high level, complex documents - annual work plans and tracking, reporting on progress, external and political level memos on departmental programs/projects, council and committee agendas, reports, f/u actions and progress tracking; and serving as the point of contact for HR, payroll, finance, legal, clerk’s office in ensuring for all departmental administrative matters.

**Examples of key responsibilities include, but are not limited to**:

- Providing administrative support including documentation preparation, editing and proofreading council reports, general correspondence such as memos, letters, reports and public consultation material.
- Providing a high level of customer service to internal and external clients by responding to departmental inquires and requests in a timely manner.
- Managing schedules, including arranging meetings / conference calls and logístical setup for these meetings, including providing assistance to set-up and run audio/visual equipment, arrange catering, etc.
- Assisting with the creation of presentations and reports including formatting, printing, photocopying and binding.
- Responsible for both electronic and hard copy records management, including classifying corporate documents, coordinating the transfer of records to storage.
- Responsible for timekeeping of employees in the department; respond to timekeeping inquiries; provide support to backup timekeepers regarding policies and procedures.
- Update the City’s internal and external websites as requested by the Director, Community Social Development.
- Be the liaison with the Communication department for any public communication requirements.
- Responsible for data entry in Access or other financial systems as requested by the Director, Community Social Development.
- Create e-requisitions and journal entries based on templates provided in PeopleSoft as requested.
- Providing back up and support to the broader administrative team when necessary, including assisting with training of other staff, managing workloads, etc.
- Responsible for completing expense reports for department staff.
- Responsible for compiling research and information on specific projects as requested by the Director, Community Social Development.

**Knowledge, Skills & Abilities**:

- Strong attention to detail with an aptitude for proofreading, suggesting alternatives and making modifications.
- Excellent verbal and written communication skills, including spelling, grammatical and proof reading ability.
- Proven accuracy and attention to detail.
- Proven ability to deal with sensitive materials with a high degree of tact and discretion.
- Proven ability to multi-task in a high pressure environment.
- Proven time management and organizational skills.
- Ability to perform administrative duties with deliberate speed and accuracy without immediate and constant supervision.
- Advanced skill level in Microsoft Word, Excel, Access, PowerPoint, Adobe Pro and Visio.
- Ability to use a records classification and management system, such as REDMS.
- Ability to perform timekeeping accurately.
- Ability to perform administrative duties with deliberate speed and accuracy without immediate and constant supervision.
- Ability to make discretionary decisions and exercise independent judgement when helping both internal and external customers.
- Ability to cope and adapt well to change.
- Ability to successfully pass a Police Information Check (PIC).
- Sound knowledge of departmental reference material and automated information systems related to the work performed.
- Working knowledge of the roles of other departments as related to the work performed.
- Ability to deal effectively and courteously wi

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