Administrative Secretary 3 - Jobs in Victoria, BC

Job Description

Administrative Secretary 3Parks & Environmental Services, Panorama RecreationCompetition21/217StatusAuxiliary (up to one year)Hours of WorkUp to 42 hours bi-weeklyRate of Pay$31.09 to $33.07 per hour (plus 14% in lieu of benefits)Review of applications begins4:00pm on October 21, 2021Notes Shifts can be three days a week; or some other combination that equals 21 hours per week SummaryThe Administrative Secretary provides administrative support to the Senior Manager, Panorama Recreation, Commission members and other senior staff at Panorama Recreation to ensure the smooth coordination of workflow and communication between various individuals and group stakeholders, including: internal staff, public organizations and their representatives and Commission members. Working in a recreation centre environment, a high degree of flexibility and willingness to work with the public is required.The anticipated length of this term assignment is up to 12 months.This position requires an acceptable criminal record check. The applicant/incumbent will be required to undergo a criminal record check in order to work in this position and to report to their supervisor if any criminal charges are laid against them that may be related to their employment in this position.Duties & Responsibilities

• Provides administrative services to the Senior Manager, Commission and senior staff, including, drafting correspondence, coordinating office correspondence, file management and scheduling meetings and appointments. program applications, and assistance at Reception
• Prepares and distributes meeting agendas and associated materials.
• Attends and transcribes Commission, Committee and staff meetings.
• Advises the Commission Chair on procedural matters as required.
• Prepares task lists from Commission and Committee meetings for Senior Manager.
• Prepares and types correspondence, reports, bylaws, tables, minutes, confidential documents, and transmittal sheets for the Senior Manager.
• Maintains an up-to-date list of Commissioners and related information, and historical records.
• Responsible for maintaining accurate and current records management.
• Reviews contracts ensuring accuracy and necessary requirements are met.
• Provides contract administration by setting up tracking systems, preparing and formatting contracts and posting.
• Drafts internal and external correspondence.
• Maintains up-to-date Panorama policy and procedures manual, orientation manual and the emergency procedures manual.
• Responsible for the main office filing system.
• Prepares and tracks task lists for senior staff.
• Requests, proofs and submits timesheets and leave records as required.
• Advises supervisory staff of employment renewals, increments, evaluations and qualifications.
• Maintains department’s personnel files with documentation forwarded to Human Resources as required.
• Maintains office supply inventory and oversees maintenance of office equipment.
• Performs other related duties as required.

Qualifications

• Diploma in a related field and 2 years’ experience, including working in an office environment and working with a public body or in an institution regulated by a public body, or
• Certificate and 3 - 5 years’ experience, including working in an office environment and working with a public body or in an institution regulated by a public body.
• Excellent communication (verbal and written), interpersonal and customer service skills are required.
• Excellent knowledge of business English, spelling, punctuation and grammar
• Proficiency and experience with word processing (MS Word), spreadsheets (MS Excel) and presentation (MS PowerPoint) and database (CLASS) software
• Ability to operate and provide basic maintenance to various office equipment items
• Typing speed of not less than 55 wpm
• Extensive minute taking experience and knowledge of Roberts Rules of Order
• Ability to compose correspondence of moderate complexity and proofread documents
• Ability to work effectively with deadline pressures, work independently, and use own initiative

To keep our employees, customers and the communities we serve safe, the CRD has introduced an employee mandatory vaccination policy intended to prevent the transmission of COVID-19. As such, the CRD requires proof of being fully vaccinated as a condition of employment.ApplicationsTo apply for this exciting opportunity, please submit your resume and covering letter online at www.crd.bc.ca under “Careers”.The CRD thanks you for your interest and advises only those candidates under active consideration will be contacted.Education : College, CEGEP or other non-university certificate or diploma from a program of 1 year to 2 yearsExperience : 3 years to less than 5 yearsQuick Apply

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