Clk 12r

Posting Title - CLK 12R - Document Coordinator - Position Classification - Clerk R12 - Union - N/A - Work Options - Location - Victoria, BC V9B 6X2 CA (Primary) - Salary Range - $54,387.32 - $61,395.95 annually - Close Date - 3/6/2025 - Job Type - Regular Full Time - Temporary End Date - Ministry/Organization - BC Public Service -> Office of the Auditor General - Ministry Branch / Division - Critical Audit Support Services - Job Summary **Document Coordinator** **Classification**: Clerk 12 **Salary**: 54,387.32 - 61,395.95 **Job Type**: Regular Full-Time **Location**: Victoria, BC **An eligibility list may be established for future vacancies.** **Do you want to be part of a challenging and rewarding work community?** The Office of the Auditor General of B.C. (OAG) is an independent office of the legislature that contributes to excellence in effective and accountable government. We offer opportunities for career growth, an excellent compensation package, and flexible working arrangements. Our office promotes trust, cooperation, and teamwork in a diverse, inclusive, and respectful environment. We are committed to creating and reinforcing diversity, equity, inclusion, and psychological safety - creating a safe environment where everyone feels they belong and are encouraged to bring their whole selves to work. We support each other, celebrate our successes, and encourage a healthy work-life balance for everyone. Our staff events are socially, physically, and emotionally nourishing - with lots of great food - and fun Interested in growing your career? We offer support for your professional development and education and reimbursement of your professional dues. Other benefits include: - Extended health benefits, - Policies and benefits to support your personal and family needs, - Public service pension, - Life insurance, and - Confidential employee and family assistance program. Our downtown Victoria location supports collaboration and includes a gym, indoor bike storage, and decks with partial views of the beautiful Inner Harbour. **About the Role** Reporting to the Audit Documentation Team Lead, this position receives, reviews, formats, and finalizes all incoming audit correspondence and clarifies information with key parties to make initial determinations or recommendations within established criteria and guidelines. The position is part of the Operational Support Services team, which is valued for their collaborative sense of teamwork and administrative expertise, making a significant impact on maintaining and improving the work of our office’s diverse audit portfolios. **Accountabilities** - Receives and acknowledges incoming correspondence from internal staff through FastTrack, as well external stakeholders through a shared mailbox on a variety of tasks to support audit operations. - Ensures the preparation, documentation, reporting and transmission of highly confidential and high-profile audit materials. - Establishes and maintains administrative processes in relation to approvals and tracking audit engagements from acceptance through to lock down, in support of the office’s system of quality management. - Ensures the lock down of completed audit files to prevent a breach of security. - Reviews supporting information with audit staff to ensure documentation is complete and accurate before it is finalized and sent. - Analyzes information provided to determine if the document is within the outlined parameters and, provides additional guidance when it is not. - Liaises with internal and external stakeholders, and/or other parties to clarify conflicting/missing information required to support the decision-making process. - Follows the standards and policies governing the office and makes determinations within established criteria, or recommends the appropriate action to senior staff and/or management. - Enters audit and auditee contact information in database(s) and maintains databases as well as audit files. - Seeks guidance from professional practices, supervisor, and/or senior audit staff on unusual matters. - Escalates cases to supervisor and/or senior staff when matters are outside established criteria or where issues are contentious. - Provides information to staff, the public, and other parties regarding office policies and procedures. - Proofreads, types and/or formats correspondence, documents, and audit reports from drafts or written notes. - Updates and maintains administrative policy and procedures manuals. - Manages and maintains template and signature libraries. - Files audit materials along with tracking, flagging, follow-up as necessary. - Sends embargoed reports, ensuring the confidentiality and security as well as meeting distributional deadlines. - Issues contact verification surveys to all provincial government reporting entities and follows up for missing information to update and maintain the office’s database. - Creates electronic and printed binders, when necessary, ensuring