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Secretary - Planning

Secretary - Planning

Competition Number 
Number of Positions 
Posted Date 
Job Type  
Sustainable Planning and Community Development
Close Date 

More information about this job:

Job Description:

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Competition #17/71

Internal/External Posting

Closing date: May 1, 2017


Secretary - Planning (Temporary Full-time – up to one year)

Sustainable Planning and Community Development Department


Victoria is a leading edge capital city that embraces the future and builds on the past, where human well-being and the environment are priorities and where the community feels valued, heard and understood.  The City of Victoria is currently recruiting for a Secretary - Planning, a position best suited for a driven and proactive professional who thrives in a fast paced team environment. If you bring a positive attitude, are a proven problem solver and are passionate about the community and what you do - we would like to hear from you!


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



Receive a variety of permit applications; review against checklist, assist applicants to ensure application package is complete; calculate, receive and enter daily payments into computer cash control system, balance and prepare bank deposits; enter application data and track application status in computer GIS software; meets deadlines to notify adjacent property owners of applications.


Produce draft agendas by collecting information and assembling documentation; distribute finalized copies; take, transcribe and distribute action item minutes; 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 hand written copy; compose and send routine letters; draft correspondence regarding committee recommendations; prepare approved permits to property owners; prepare documents for registration at Land Titles Office; maintain statistical records and various filing systems.


Respond to enquiries from applicants, committee members, staff and the public by providing information and assistance on permit application processes; respond to department’s main telephone inquiry line; take messages or forward calls; schedule appointments and meetings; book facilities and arrange catering; arrange travel and accommodation for staff.


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.



Work is generated by permit applications or assigned by designated staff and supervisor.

Work is reviewed upon completion.

Problems such as deviations from established procedures are referred to supervisor.



Physical Effort:

Sit with arms unsupported while keyboarding. (frequent)

Lift and move plan rolls, models and sample boards. (rare)

Mental Effort:

Long periods of intense concentration while taking and transcribing minutes at meetings. (rare)

Meet committee deadlines. (often)

Visual/Auditory Effort:

Focus on a variety of source data and computer for short periods. (frequent)

Work Environment:




Organize and prioritize work.

Understand and apply techniques of office administration.

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.

Maintain accurate records.

Establish and maintain effective working relationships.

Deal effectively with the public and outside agencies.



Formal Education, Training and Occupational Certification:

High school graduation.

Secretarial course. (6 months)


2 years of related experience.

or an equivalent combination of education and experience.



May be requested to substitute in a more senior position.


Work schedule: Monday to Friday, 35 hours per week (Temporary full time – up to one year)

$29.25 per hour, Pay Grade 8 (2016 rate) (under review)

This is a CUPE Local 50 Position


All applications, including qualifications and supporting materials, must be submitted to City of Victoria, Human Resources Department by 4:30 pm, on the closing date noted above.