Admin Assistant II, Reg

Position: Admin Assistant II, Reg FT
ADMINISTRATIVE ASSISTANT II Legislative Services March 2018

$41.26 per hour, as per BCGEU Collective Agreement

Regular Full Time

NATURE OF WORK
Positions at this level, under minimal supervision and direction, are responsible for providing a high level of administrative support services to the department. This position is responsible for composing correspondence, compiling statistical reports, preparing draft reports requiring research of source material, maintaining a variety of departmental and organizational records and responding to inquiries that require considerable knowledge of the department. The specific duties assigned vary according to the assigned department and the type of function being performed.

SUPERVISION RECEIVED
Works under the general supervision of the department manager, director or general manager.

SUPERVISION EXERCISED
None.

KEY RESPONSIBILITIES
Performs a variety of administrative support and clerical duties, sometimes of a sensitive nature including drafting correspondence, transcribing minutes, assisting with tender document process, receiving visitors, answering telephone calls, operating a high volume multi-line switchboard, making appointments and preparing itineraries.

Reviews and screens incoming correspondence and responds independently, redirecting, or drafting responses as appropriate.

Provides a variety of information and assistance to internal and external contacts as well as the general public pertaining to matters requiring extensive knowledge of the department, referring inquiries to other departments as appropriate.

Compiling information of a confidential or sensitive nature as per Freedom of Information regulations and submits information to Freedom of Information Coordinator.

Gathers research information or data and prepares statistical reports; produces reports, spreadsheets, flowcharts, and/or graphs of prepared data.

Records and transcribes meeting minutes and prepares agendas for formal meetings as per legislative requirements, often of a time sensitive nature; photocopies and distributes agendas and other information packages as required.

Checks invoices and departmental financial documents for accuracy as assigned; codes invoices with general ledger account numbers within purchasing level of authority.

Coordinates and controls the purchasing of related office supplies inventories, gift stocks, brochures, pamphlets, etc.

Coordinates, with the Records Management Coordinator, the departmental filing system, indexing files and materials to be filed; conducts file searches for requested information; maintains the main records management system as per established standards and procedures for the department.

Reviews permits/licenses/registration applications of a complex nature and deals with inquiries; provides administrative assistance with tendering processes.

Arranges appointments and coordinates the use and set-up of meeting and other rooms or areas for facility bookings; prepares and distributes the daily and monthly meeting schedules, calendar of events schedules, etc. for the department.

Reports incidents and responds in emergencies as directed and/or required.

Performs related duties as assigned.

REQUIRED KNOWLEDGE, ABILITY AND SKILLS

Accurate keyboard skills and typing 60 words per minute

Ability to obtain a good working knowledge of the departmental operations, policies, procedures and bylaws, services and functions within a short time frame.

Excellent organizational, communication, public relations and time management skills; demonstrated problem solving ability.

Demonstrated ability in handling a complex and varied workload in a flexible manner, often under pressure or in emergency situations.

General knowledge of municipal finance and budgeting.

Excellent interpersonal skills; ability to maintain harmonious relationships with all members of the public, and other staff members while working courteously, professionally and tactfully.

Ability to work independently and complete daily activities according to work schedules while adapting to changing priorities.

Proven ability taking and transcribing dictation and minutes rapidly and accurately; ability to type with…