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Correspondence Coordinator

2 months ago

Victoria, Canada City of Victoria Full time

**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.
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**
**Job Code #4359**
**This is a CUPE Local 50 Position**

Education : Bachelor’s degree
Experience : 3 years to less than 5 years