Competition #23/123
Internal/External Posting  
Closing date: May 30, 2023

Administrative Assistant - Planning (Continuous)  
Sustainable Planning and Community Development Department

POSITION FUNCTION
Coordinate and perform administrative support functions for the Director of Sustainable Planning & Community Development and other members of the Department.
 
KEY DUTIES
Establish, review and coordinate administrative systems and processes such as administrative procedures, policies and priorities; coordinates the Director’s (and Assistant Director when appropriate) schedule to prioritize functions and appointments, monitor daily calendar, organize and schedule meetings to ensure deadlines are met.  Screen and prioritize telephone calls and emails when appropriate; manage information requests.
 
Ensure quality of departmental correspondence, reports and communications; create forms as required, prepare agendas, take and type meeting minutes, maintain records related to all department applications.  Schedule appointments and meetings and arrange facilities; compose routine and confidential correspondence including bylaws and legal notices, notice of public hearings, and public City signage; create letter templates for public response, proofread and edit all reports for Council from Development Services, Community Planning and Permits and Inspections.
 
Respond to enquiries from developers, the public, other City departments, outside agencies and government by providing information on zoning, bylaws, regulations, policies and procedures; participate in and oversee the administrative components of producing development permits and related processes. Produce reports and statistics on departmental applications, reports, and timelines; distribute monthly and quarterly statistic reports.
 
Coordinate, assign, review and participate in the work of approximately 3 clerical staff involved in the administrative support for Sustainable Planning and Community Development programs and services; ensure schedules, procedures and established performance and safety standards are met; make recommendations on employee selection, promotion, discipline and development; provide employee training and input to employee performance appraisals.
 
Collect payments for a variety of Development Services Department applications; enter and update transactions; refund monies and produce cheque requisitions; enter invoices for payment and produce purchase orders for contractual services; make routine purchases for office equipment, services provided by outside agencies and Director and Assistant Director expenses; reconcile monthly purchase card statements for Director, Assistant Director and personal purchase card.
 
Maintain records such as hours worked, holidays, sick leave, overtime and senior pay; ensure accuracy of employee entitlements.  Complete expense claim forms.  Maintain administration filing system and training schedules for staff; approve and code invoices as authorized.
 
Arrange accommodation and transportation as required.
 
Perform related duties where qualified.
 
INDEPENDENCE
Work is generated by requests for service, operational demand or direction by supervisor/Director.
Work is reviewed upon completion.
Issues regarding policy and procedure changes, sensitive matters and major expenditures or complex business license applications are discussed to supervisor.
 
WORKING CONDITIONS
Physical Effort:
Sit with arms unsupported while keyboarding. (often)
Mental Effort:
Meet multiple deadlines. (occasional)
Deal with complaints or negative comments. (rare)
Visual/Auditory Effort:
Focus on a variety of source data, detailed plans, applications and computer for short periods. (often)
Work Environment:
Office.
 
KEY SKILLS AND ABILITIES
Organize and prioritize the work of a unit.
Strong time management skills, including the ability to meet tight and changing deadlines.
Understand and apply the techniques of office administration.
Sound judgment and decision making skills.
Type 60 wpm; working level operation of current City of Victoria word processing, spreadsheet and related speciality software.
Read, interpret and explain bylaws, regulations, plans, standing procedures and operational guidelines.
Maintain accurate records.
Create and edit a variety of correspondence and reports.
Supervise a small staff.
Establish and maintain effective working relationships.
Communicate effectively verbally and in writing.
Deal professionally and timely with all staff, public and outside agencies.
 
QUALIFICATIONS
Formal Education, Training and Occupational Certification:
High school graduation.
Accredited courses in office administration. (1 year)
Experience:
4 years of related experience including supervisory and zoning experience.
or an equivalent combination of education and experience.
 
OTHER:
May be requested to substitute in a more senior position.
 
Work schedule: Monday - Friday, 35 hour work week
$40.30 per hour, Pay Grade 11 
Job Code #4121
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.
 
If you require assistance, please email us at careers@victoria.ca.