Bylaw Administrator

 Bylaw Administrator

Competition Number:          25/95

Posting Scope:                     Internal / External 

Posted Date:                         May 13, 2025

Closing Date:                        May 27, 2025, 4:30 PM PST

Department:                          Bylaw Services

Posting Type:                       Continuous (Regular Full-Time)

Work schedule:                    Tuesday to Sunday (35 hour work week)

Salary:                                   $ 37.65 per hour, Pay Grade 9

Job Code:                              4264

Employee Group:                 This is a CUPE Local 50 Position 

Number of Vacancies:         1

POSITION FUNCTION

Respond to enquiries from the public and perform clerical and office administration functions for the Bylaw and Licencing Services Department.

KEY DUTIES

• Respond to public requests, complaints, and inquiries regarding general Bylaw and business licence information.

• Oversee the administrative aspects of the Short-Term Rental business licence application process from initiation to completion, coordinate inspections, create calls for service, and provide general administrative support to Bylaw Officers, Coordinators and Management team.

• Input Bylaw ticket information into system software, ensuring ticket information is accurate and complete. File ticket appropriately and notify Bylaw Officers in cases of dispute.

• Perform administrative responsibilities associated with disputes, such as updating internal system with schedule information, dispatching documents, coordinating internal adjudication proceedings, and receiving and distributing pre-trial court hearings.

• Record information on bylaw infractions and direct information to appropriate Bylaw Officer, assist in the compilation of information for inspection files in preparation for assignment by the Supervisor.

• Develop and update procedural documents for the department relating to call assignment, radio communication, daily reporting, inspections, impounds, ticketing, scheduling, training, equipment management, and general office management.

• Provide guidance and problem-solving support to other City staff related to internal procedures. Work with departments to collaborate on procedure development and process.

• Refer complaints not handled by the City Bylaw Section to appropriate areas.

• Operate a variety of office equipment including scanner, POS system, credit/debit card machine, fax machine, printer, and photocopier. Sort and distribute mail, maintain filing systems and records related to impounds data.

• Perform a variety of administrative tasks such as: payroll time entry, recording of staff vacation, sick and overtime records, preparation of reports, letters, memos, and the coordination of calendars. Conduct ICBC search requests, schedule appointments, reconcile purchase cards, prepare purchase order requisitions, update division forms, post on departmental website, order and maintain office supplies and record meeting minutes.

• Perform related duties where qualified.

INDEPENDENCE

• Work is performed according to established procedures or assigned by supervisor and is reviewed upon completion.
• Problems involving deviations from established procedures are referred to supervisor.

WORKING CONDITIONS

Physical Effort:

Sit with arms unsupported while keyboarding. (often)

Prolonged standing at counter. (often)

Mental Effort:

Deal with negative and verbally abusive comments and complaints. (frequent)

Visual/Auditory Effort:

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

Work Environment:

Office.

KEY SKILLS AND ABILITIES

Organize and prioritize work.

Understand and apply techniques of office administration related to bylaw environment.

Type 50 wpm, working level operation of current City word processing, spreadsheet, and related specialty software.

Use standard office equipment.

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:

3 years of related experience or an equivalent combination of education and experience.

OTHER:

May be requested to substitute in a more senior position.

To apply for this opportunity, you will need to create an online profile or log back into our career portal at www.victoria.ca/jobs - only online submissions 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 as outlined in your resume. 

The City of Victoria is committed to integrating equity, diversity, inclusion, and accessibility into our programs, policies, spaces, and services. Our goal is to cultivate a diverse and inclusive workforce that reflects the community we serve and aim to become. Individuals who are Indigenous, racialized, immigrants, persons with disabilities, 2SLGBTQIA+, or facing any additional barriers are encouraged to apply. Accommodations will be available upon request throughout the application and selection process. 

If you require assistance, please email us at careers@victoria.ca.