Closing date: March 30, 2023
Administrative Assistant - Engineering (Continuous)
Engineering & Public Works Department
Perform a variety of administrative and secretarial functions and provide administrative support to the Director and Managers of the Engineering Department.
Edit and type a variety of letters, reports, forms and documents including confidential material from typed or handwritten copy; prepare spreadsheets as required; compile and type legal documents related to subdivisions and other land development matters; maintain manual and computerized departmental filing systems; maintain staff attendance, leave and training records and prepare related reports.
Screen and direct calls, email and mail for the Director and Managers; respond to enquiries and complaints from staff, councillors, the public and outside agencies; provide information regarding departmental operations, policies and procedures, committee activities and bylaws; produce and distribute advertisements and media releases.
Produce draft agendas by collecting information and assembling documentation; take, transcribe and distribute committee minutes; follow-up on minute items and recommendations as requested.
Schedule appointments and meetings; book facilities and arrange catering; make travel arrangements; prepare expense claim forms and cheque requisitions; assign and record job numbers; prepare documents for billings; distribute departmental mail; order and maintain office supplies and materials; operate office equipment and arrange for repairs as needed.
Perform related duties where qualified.
Work is generated by operational demand, requests for service, committee or is assigned by supervisor and designated staff.
Work is reviewed upon completion.
Issues such as major expenditures and deviations from departmental procedures and practices are discussed with supervisor.
Sit with arms unsupported while keyboarding. (frequent)
Short periods of intense concentration while taking and transcribing minutes of meetings. (rare)
Deal with complaints and negative comments. (occasional)
Meet multiple deadlines. (often)
Focus on a variety of source data and computer for short periods. (frequent)
KEY SKILLS AND ABILITIES
Organize and prioritize work.
Type 60 wpm; working level operation of current City of Victoria word processing, spreadsheet and other relevant programs.
Take and transcribe action minutes.
Maintain accurate records.
Establish and maintain effective working relationships.
Deal with the public in a courteous and tactful manner.
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 - Friday, 35 hour work week
$34.78 per hour, Pay Grade 8
Job Code #4230
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.
At the City of Victoria, we are committed to recruiting a diverse workforce that represents the community we serve. Indigenous applicants, people of colour, all genders, LGBT2Q+ and persons with disabilities are encouraged to apply. Accommodations will be provided upon request during the selection process.
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