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Administrative Assistant – Business

1 month ago

Victoria, Canada City of Victoria BC 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. Provide comprehensive administrative support, including answering email inquiries, recording meeting minutes, composing letters, creating reports, completing forms, and distributing routine correspondence. Create and disseminate meeting agendas by collecting information, assembling documentation, and finalizing agendas for distribution. Coordinate the intake, processing, and distribution of event and film permit applications, which involves providing application information packages to organizers and addressing public inquiries regarding permit requests. Liaise with City departments to gather event-related information on required City services (., 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 generated by permit application activity or is assigned by supervisor and is performed according to established policy and procedure. 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. Advanced knowledge of, and experience with, word processing, spreadsheet and database software, and email and scheduler functions. 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

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