Office Services Assistant Supervisor – Civic Operations

City of Kamloops

Position: Office Services Assistant Supervisor – Civic Operations

(Temporary)

Closing Date: May 30, 2018
 
About Us At the City of Kamloops, we are focused on creating the highest levels of service excellence, based on an organization-wide community culture that celebrates the employees who make it all happen. We offer many advantages including ongoing training and professional development opportunities, coupled with exceptional benefits, all in the beautiful natural setting of the BC Interior.

Kamloops is Canada’s Tournament Capital, a family and business-friendly community committed to providing great customer service, enhancing community partnerships, and supporting economic growth. Our 700 employees provide customer services and programs to a local and regional population of 125,000 people. Kamloops provides abundant recreational possibilities for residents and visitors alike, as well as education and culture opportunities and activities.
Title  Office Services Assistant Supervisor - Civic Operations (Permanent, Full Time)
Pay Class 1232 (External)
Days of Work Monday to Friday
Hours of Work Winter - 8:00 a.m. - 4:00 p.m.
Position Overview GENERAL ACCOUNTABILITY
 
Reporting to the Office Services Supervisor – Civic Operations, the Office Services Assistant Supervisor – Civic Operations is accountable for providing direct administrative assistance to the Office Services Supervisor - Civic Operations and the Supervisors within the Civic Operations Department as well as general office operations management and supervision of clerical support staff in the Civic Operations Department.  
 
NATURE AND SCOPE
 
This position is the only position reporting to the Office Services Supervisor - Civic Operations.  
 
Reporting to the Office Services Assistant Supervisor are the Office Services Clerks – Civic Operations, the Cemetery Clerk and Project Assistant – Civic Operations. The Clerks provide clerical support for the various divisions within the Civic Operations Department. Responsibilities include receiving and documenting public calls for service; processing work requests; acting as home base and dispatch for crews in the field; receiving and processing city-wide purchase orders and credit card receipts; maintaining commercial garbage route sheets and accounting records; recording committee meeting minutes; and providing customer service and public information. Responsibilities also include the maintenance of a central filing system, departmental library and cost accounting records.
 
Through experience and a general knowledge of the Civic Operations Department organizational functions, regulations, and an awareness of current operations and projects, the incumbent directs staff to receive, evaluate and dispatch requests for services, information and assistance to the appropriate City Divisions. As the reliability of the work reception and control systems indirectly affects the level of service delivered to the public and directly affects the public image of the Department, the major challenge of this position is in motivating staff to ensure quality customer service and the proper assimilation of all public enquiries and requests for service.
 
The Office Services Assistant Supervisor oversees the development and maintenance of a comprehensive filing system to ensure accuracy and fast retrieval of correspondence and technical information for all Divisions of the Department. The incumbent is responsible for exercising quality control of committee minutes, reports and correspondence. The position requires examination and assessment of a large volume of technical, stenographic and public oriented work produced by subordinate staff.
 
The Office Services Assistant Supervisor must exercise public relations skills through frequent contact with the public and occasional contact with senior administration, City Council, and the media.  
 
The Office Services Assistant Supervisor reviews progress by analyzing annual statistics, measuring performance criteria, evaluating complaints and enquiries received, and exercising corrective action.
 
The incumbent is responsible for the traditional management responsibilities of hiring, motivating, and coaching employees, assessing employee performance, exercising disciplinary action and for dealing with grievances.
Responsibilities
  1. Provides administrative assistance to the Office Services Supervisor - Civic Operations as well as the Supervisors within the Civic Operations Department.
  2. Supervises clerical and secretarial support staff to all divisions of the Civic Operations Department.
  3. Provides general office operations management.
  4. Ensures staff awareness, efficiency, and proper response to emergencies and good public relations.
  5. Assists in preparing and maintaining the Civic Operations Administration budget.
  6. Oversees the continual development and maintenance of the central filing systems and technical library.
  7. Liaises directly with the public, Managers and Supervisors in order to ascertain service requirements.
  8. Ensures the smooth and adequate flow of information within the Department to facilitate all operations.
  9. Provides exceptional customer service by building and maintaining rapport and respectful relationships with external stakeholders and internal team members across the organization.
  10. Manages schedules and deadlines and demonstrates accuracy and attention to detail.
  11. Manages the hiring, motivating, coaching and development of employees.
Requirements PREFERRED QUALIFICATIONS:
  1. Experience working in a municipal government setting.
  2. Previous experience taking meeting minutes.
 
REQUIRED EXPERIENCE, TRAINING, EDUCATION, MEMBERSHIPS, ETC.
  1. Business Administration or Office Administration diploma.
  2. 3 years of supervisory experience.
  3. Extensive organizational skills.
  4. Excellent verbal and written communication skills.
  5. Knowledge of, and experience with filing systems.
 
For new hires, and for those working in designated positions of trust, including those working directly with vulnerable persons, no formal offer of employment will be made until an applicant completes and passes a criminal record check.
Department Civic Operations
Position Type Permanent full-time
Reports To Office Services Supervisor - Civic Operations
City Kamloops
Province British Columbia [BC]
Country Canada [CA]
Position Management
Closing Date 5/30/2018
Compensation & Benefits Overview Comprehensive benefits package available.
 
Please note that persons with disabilities who require assistance with the application process may contact the Human Resources Department at (250) 828-3439
To Apply To apply for this position, please visit our website at http://www.kamloops.ca/hr/index.shtml.

Location: Kamloops, BC.

Region: Thompson / Shuswap / Columbia

Professional Category(s): Office Administration.

Posted: May 17, 2018, 10:15 am

Expires: May 30, 2018, 4:30 pm

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