• Clerk – Engineering Operations & Dispatch (Open to Current City of Victoria Employees Only)

    Posted Date 6 days ago(10/10/2018 5:26 PM)
    Competition Number
    18/204
    Number of Positions
    1
    Job Type
    Temporary
    Department
    Engineering & Public Works
    Close Date
    10/17/2018
  • Job Description

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    Competition #18/204

    Internal Posting

    Closing date: October 17, 2018

     

    Clerk – Engineering Operations & Dispatch (LTD Replacement – Term Unknown)

    Engineering & Public Works Department

     

    POSITION FUNCTION

    Perform dispatch and clerical functions, ordering BC One’s, and materials such as concrete, and gravel for various Departments within the City of Victoria.

     

    KEY DUTIES

    Respond to requests for equipment or materials from various sections and dispatch crews as necessary. Coordinate and prioritize materials and equipment allocation for jobs to ensure effective utilization; coordinate and prioritize requests for replacement operators as requested. Dispatch for emergency calls regarding utilities or site safety; contact appropriate emergency responder; coordinate calls through OFA program when required and arrange for an attendant. Monitor confined space entry of crews through communication with Fire Department.

     

    Respond to enquiries from the public and other departments by providing general information on Public Works and Engineering operations and schedules; take messages, screen and direct calls to appropriate section, outside agency or crew; order and compile job packages for BC-1 occurrence; process financial reimbursement to public via cheque requisition.

     

    Draft and type a variety of letters, memos and forms for sections from typed or handwritten copy; attend staff and safety meetings and record or transcribe minutes; update various manuals; compile, maintain and distribute routine work orders; maintain filing system for various sections; maintain manual and computerized records such as time sheets, overtime, vacation and sick leave; create and update forms and charts as required; coordinate various sectional procedures and provide input to departmental operating procedures; enter and maintain statistical and tracking data such as calls for service for submission to annual report. Enter and verify data onto in-house computer system for invoices and journal vouchers.

     

    Reconcile and verify charge accounts to ensure accuracy for designated staff; compile forms such as purchase order requisitions and code invoices. Schedule appointments and meetings in coordination with facilities and training room bookings; order supplies as required.

     

    Perform a variety of clerical functions such as photocopying and filing; sort and distribute mail; organize and coordinate deliveries to various departments; order and maintain office supplies and other general equipment as required.

     

    Perform related duties where qualified.

     

     

    INDEPENDENCE

    Work is assigned by supervisor and designated staff and is performed according to established procedures.

    Work is reviewed upon completion.

    Problems are referred to supervisor.      

     

    WORKING CONDITIONS

    Physical Effort:

    Sit with arms unsupported while keyboarding. (frequent)

    Touch keying on calculator. (rare)

    Mental Effort:

    Deal with complaints, negative comments and people in distress. (occasional)

    Exposure to abusive people. (rare)

    Deal with conflicting demands for equipment and service. (often)

    Short periods of intense concentration while taking and transcribing minutes. (rare)

    Short periods of intense concentration when coordinating emergency calls. (rare)

    Meet multiple deadlines. (often)

    Visual/Auditory Effort:

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

    Work Environment:

    Office.

     

    KEY SKILLS AND ABILITIES

    Organize and prioritize work.

    Understand and apply office techniques.

    Type 50 wpm; advanced level operation of current City of Victoria word processing, database and spreadsheet programs.

    Use standard office equipment.

    Take and transcribe minutes.

    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:

    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, 37.5 hours per week  

    $30.28 per hour, Pay Grade 8

    Job Code # 4249

    This is a CUPE Local 50 Position

     

    To apply for this opportunity you will need to create an online profile or log back in to our career portal at www.victoria.ca/jobs - only online submission will be considered. All applications must be submitted online by 4:30 pm on the closing date noted on the posting. Please be prepared to provide proof of qualifications and supporting materials as outlined in your resume

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