Administrative Assistant

6 days ago

Victoria, Canada City of Victoria Full time

**Administrative Assistant - Planning**:
**Competition Number**:25/10
**Posting Scope**:Internal / External
**Posted Date**:January 23, 2025
**Closing Date**:February 13, 2025, 4:30 PM PST

**Department**:Planning and Development
**Posting Type**: Maternity/Parental Leave Replacement - up to 13 months

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

**Salary**:$37.65 per hour, Pay Grade 9
**Job Code**:4068
**Employee Group**:This is a CUPE Local 50 position
**Number of Vacancies**:1

**WORK FROM HOME**

**POSITION FUNCTION**
Perform a variety of secretarial and clerical functions for the Planning Department and designated committees.

**KEY DUTIES**
Produce draft agendas and support committees by collecting information and assembling documentation; distribute finalized copies; take, transcribe, and distribute action item minutes for complex committees; follow up on minute items as requested; prepare documents for posting on City website.
Type a variety of letters, memos, reports, and forms from typed or handwritten copy; compose and send routine letters; draft correspondence regarding committee recommendations.
Operate a variety of office equipment such as fax and photocopier; arrange for equipment servicing; order and stock office supplies; sort and distribute mail.
Perform related duties where qualified.

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

**WORKING CONDITIONS**
**Physical Effort**:
Sit with arms unsupported while keyboarding. (frequent)
Lift and move plan rolls, models, and sample boards. (occasional)
Climb ladders to retrieve files. (rare)
**Mental Effort**:
Long periods of intense concentration while taking and transcribing minutes at meetings. (often)
Ability to multi-task in a high-pressure environment while maintaining a high level of attention to detail (frequent)
Meet multiple deadlines. (often)
**Visual/Auditory Effort**:
Focus on a variety of source data and computer for short periods. (frequent)
**Work Environment**:
Office.
Exposure to dust from archival plans. (rare)

**KEY SKILLS AND ABILITIES**
Organize and prioritize work.
Type 60 wpm; working level operation of current City word processing, spreadsheet, and related specialty software.
Use standard office equipment.
Take and transcribe action item minutes.
Interpret related policies, regulations, and bylaws.
Maintain accurate records.
Establish and maintain effective working relationships.
Deal effectively with the public and outside agencies.

**QUALIFICATIONS**
**Formal Education, Training and Occupational Certification**:
High school graduation.
Accredited courses in Office Administration (6 months).
**Experience**:
3 years of related experience including minute taking and agenda preparation.
or an equivalent combination of education and experience.

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

Education : Other trades certificate or diploma
Experience : 3 years to less than 5 years

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