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Administrative Assistant

3 months ago

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

**Job Description**:
**Competition #24/139**

**Internal/External Posting**

**Closing date: June 18, 2024**

**Administrative Assistant - Business & Community Relations (Continuous)**

**Business and Community Relations Department**

**POSITION FUNCTION**

Reporting to the Director of Business & Community Relations, the Administrative Assistant - Business & Community Relations is responsible for delivering exceptional professional support encompassing reception, administration and clerical functions to optimize efficiency across the Arts, Culture and Events; Economic Development; Neighbourhoods; and the Victoria Conference Centre divisions.

**KEY DUTIES**
- Serve as the initial point of contact for the Business & Community Relations department, offering outstanding administrative support and ensuring seamless communication and coordination among internal departments and external visitors.
- Address inquiries from the public, other departments, or committee members pertaining to various department programs, services, schedules, policies, and facilities.
- Create and disseminate meeting agendas by collecting information, assembling documentation, and finalizing agendas for distribution.
- Liaise with City departments to gather event-related information on required City services (e.g., parking, road closures, street cleaning), assess associated costs, and calculate applicable fees.
- Collaborate with external user groups, other departments, and facility tenants to coordinate facility bookings, cancellations, and scheduling facilities for City users.
- Assist with processing and coordinating accounts receivable and accounts payable, including invoicing, purchase orders, journal vouchers, cheque requisitions, reconciling purchasing card statements, and tracking payments.
- Process and submit payroll, order and maintain office supplies, arrange for equipment maintenance as required, sort and distribute mail, and coordinate accommodation and transportation as requested.
- Maintain and manage a variety of departmental files and records using various software systems.

Perform related duties where qualified.

**INDEPENDENCE**
- Work is reviewed upon completion.
- Issues such as deviations from established procedures are referred to supervisor.

**WORKING CONDITIONS**

**Physical Effort**:

- Sit with arms unsupported while keyboarding. (often)

**Mental Effort**:

- Short periods of intense concentration while performing administrative functions. (often)
- Deal with complaints and negative comments. (occasional)
- Meet multiple deadlines. (often)

**Visual/Auditory Effort**:

- Focus on a variety of source data and computer for short periods. (often)

**Work Environment**:

- Office

**KEY SKILLS AND ABILITIES**
- Ability to effectively organize and prioritize work.
- Ability to multitask in a fast-paced environment while maintaining a high level of attention to detail.
- Ability to communicate with the public in a courteous and tactful manner.
- Ability to maintain accurate records and accurately balance cash.
- Ability to establish and maintain effective working relationships.
- Ability to work effectively, 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. (6 months)

**Experience**:

- 2 years of 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)**

**$35.82 per hour, Pay Grade 8 (under review)**

**Job Code #4054**

**This is a CUPE Local 50 Position