Departmental Associate 2

7 months ago

Richmond, Canada City of Richmond BC Full time

**Departmental Associate 2 (Public Works Clerical Pool)**:
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 City of Richmond is looking for auxiliary staff to work in Public Works in the areas with clerical duties. The clerical staff are integral members of the Public Works Operations team, providing clerical and computerized support services and are the first point of contact.

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

- Providing administrative support, problem analysis, and excellent front line customer service to internal and external customers, including creating service requests for all work requests and inquiries.
- Responding to questions, concerns and service requests via phone and in-person regarding Public Works services.
- Timekeeping for unionized and exempt employees, including data entry, running queries, and correcting errors to timesheets for completion of bi-weekly pay run in a fast paced environment.
- Processing payments for hired equipment vendors and unit pricing items and handling payment inquiries from vendors.
- Responsible for creating, processing, tracking and closing receivable work orders, including following up with supervisors on a regular basis for receivable work status updates.
- Provide clerical support to Public Works managers.
- Credit card reconciliation for all Public Works card holders.
- Order and maintain supplies and general inventory for Public Works, including making in-person purchases, and regularly lifting/moving items up to 10 kg (22 lbs), and occasionally heavier.
- Update internet, intranet and departmental website content.
- Prepare files and boxes for transfer to off-site storage.
- Assist with Works Yard safety training administration, i.e. catering, updating records, assisting trainers, etc.
- Participate at staff and community events, including set up and take down of equipment and engaging with staff and the public. Events may be attended by up to 10,000+ people.
- Provide relief in Dispatch on a rotational basis.
- Other related duties and projects as required.

**Knowledge, Skills & Abilities**:

- Excellent organizational skills, detail oriented and ability to work with minimum supervision and prioritize workload to meet all deadlines.
- Knowledge of business English, spelling, grammar and punctuation.
- Ability to communicate clearly both verbally and in writing.
- Ability to focus and concentrate in a busy office environment with regular interruptions.
- Ability to understand and carry out oral and written instructions.
- Ability to compose various types of correspondence, reports and presentations with a high level of accuracy and confidentiality.
- Ability to work effectively with mínimal supervision.
- Ability to have a high degree of flexibility, remain calm, and to meet tight deadlines under pressure.
- Ability to exercise diplomacy, confidentiality and sound judgement.
- Ability to maintain effective working relationships with internal and external work groups.
- Ability to work independently and as part of a team.
- Ability to independently prioritize workload to achieve timelines; perform multiple tasks simultaneously; work well under pressure; problem-solve; and deal with stressful situations with professionalism.
- Demonstrate the ability to deliver high volumes of work within established deadlines and provide accurate and effective results.
- Ability to perform timekeeping duties on time and with accurate results.
- Ability to accurately process a high volume of credit card reconciliations within established deadlines.
- Intermediate to advanced experience with Microsoft Outlook, Word, Excel, and PowerPoint, PeopleSoft HCM, PeopleSoft Financials, IPS, and REDMS.
- Knowledge of the Public Works department programs and procedures or experience in a similar environment.
- Ability to successfully clear a Police Information Check.

**Qualifications and Experience**:

- Completion of Grade 12 supplemented with office administration related courses.
- Two years of experience of related clerical work in an office environment.
- Intermediate to advanced level experience in Word, Excel, and Outlook.
- Basic knowledge of accounting is an asset.
- Municipal government experience and Payroll (timekeeping) experience in a unionized environment is considered an asset.
- Call centre experience and knowledge of the Public Works Departments programs and procedures or experience in a similar environment is desired.
- A valid Class 5 Dri

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