Clerk – Parks, Recreation and Culture Administration

City of Victoria

Competition #19/222
Internal/External Posting
Closing date: December 10, 2019

Clerk – Parks, Recreation and Culture Administration

(Temporary – up to 6 months)
Parks, Recreation and Facilities Department


POSITION FUNCTION
Perform administrative, clerical and receptionist functions for the Parks, Recreation and Culture Department and various commissions and committees.

KEY DUTIES
Process accounts receivables for facility and equipment booking including invoicing, tracking payments and invoices, and producing reports and schedules within the POS/registration system; release electronic accounts payable invoices; liaise with external user groups,
other departments and facility tenants regarding facility bookings, cancellations and scheduling of the facility for City users.

Perform a variety of clerical functions such as type correspondence, letters, reports, forms and records; compose and send routine correspondence; maintain a variety of departmental files and records; prepare purchase order requisitions, journal vouchers and cheque requisitions; code invoices and reconcile purchasing card statements; draft agendas for meetings by collecting information and assembling documentation; distribute finalized agendas; follow up on minute items such as collecting and formatting informational reports to Council; provide administrative support to the athletic commission; issue permits and annual licenses for promoters, contestants and officials.

Process facility and equipment bookings; prepare and issue contracts and permits facility and equipment bookings; maintain booking records and inventory control including damage deposits; prepare refund cheque requisitions; receive, record and forward cash receipts; compile statistical records on program, equipment and facility use.

Respond to inquiries from the public, other departments and committee members by providing general information on various department programs, services, schedules, policies and facilities; take messages or direct calls; schedule appointments and meetings and book meeting rooms.

Order and maintain office supplies; operate a variety of office equipment such as telephones, fax machine and photocopier; arrange for maintenance of equipment as required; sort and distribute mail; arrange accommodation and transportation as requested.

Perform related duties where qualified.

INDEPENDENCE
Work is assigned by supervisor or designated staff 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 accounts receivable and facility booking functions. (often)
Deal with complaints and negative comments. (occasional)
Meet multiple deadlines. (often)
Visual/Auditory Effort:
Focus on a variety of source data and VDT for short periods. (often)
Work Environment:
Office.

KEY SKILLS AND ABILITIES
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 speciality software.
Use standard office equipment.
Maintain accurate records and balance cash accurately.
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)
Required to obtain criminal record clearance.
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 – Friday, 8:00am – 4:00pm
$30.89 per hour, Pay Grade 8 (under review)
Job Code # 4054
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

City of Victoria is an equal opportunity employer committed to establishing an inclusive, equitable, and accessible environment for all. All qualified applicants will receive consideration for employment without regard to race, national origin, age, sex, religion, disability, sexual orientation, gender identity or expression, marital status or any other basis protected by applicable law.

We are committed to ensuring that reasonable accommodations are made available to persons with disabilities during the recruitment cycle and will provide reasonable accommodations upon request. If you require assistance or an accommodation due to a disability, please email us at HR@victoria.ca

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