Administrative Assistant - Engineering

The Regional District of Okanagan-Similkameen is currently recruiting a temporary, (approximately six months) full-time
Administrative Assistant to join the Public Works division in Engineering Services. The Administrative Assistant provides critical administrative support, ensuring efficient coordination of the Engineering Services functions. This position is responsible for maintaining accurate records, managing and preparing project communications, and assisting with divisional logistics and organization. The role is critical for program delivery by providing support to engineering staff, coordinating training for staff, and managing internal and external correspondence related to engineering services policies and processes.

Strong organizational skills, attention to detail and a working knowledge of Public Works functions, such as utilities and solid waste are essential to help ensure timely and effective engineering support. This position will also provide back up to the other functions, both corporately and in Public Works, including utility operations and solid waste administration as needed.

KEY RESPONSIBILITIES

• Produces complex correspondence, reports, inter-department referrals, forms, contracts, agreements, permits, advertising, public notifications, grants, mail outs, newsletters, press releases, bulletins, surveys spreadsheets and presentations, etc. potentially within short time frames.
• Responds to questions, inquiries, and requests from various sources, and provides department specific information/explanations on applicable processes, procedures, bylaws, codes, legislation and regulations.
• Implements, processes and maintains records in accordance with the internal records management systems, both paper and electronic, to ensure efficient storage and effective retrieval.
• Obtains a variety of information pertinent to the department’s day to day business which may require searching for and locating pertinent information.
• Tracks departmental financial and statistical information as required and provides cost data for input to budgets, purchasing or program decisions, or contracts.
• Coordinates calendars, makes travel arrangements, and tracks department staff members meetings, events, appointments, training, and conferences, as required.
• Maintains accurate and current information in manual and electronic action tracking and bring-forward systems and keeps department staff informed of important items requiring attention.
• Organizes and coordinates meetings and ensures quorum where applicable.
• Prepares and distributes meeting materials such as agenda packages, presentations, back up material, minutes, etc. and coordinates resulting actions from meetings.
• Coordinates and implements department specific projects and assignments.
• Organizes events, trade shows, and ceremonies.
• Maintains and orders key fobs, business cards, name plates, stationery, janitorial, office, and safety supplies, and arranges office equipment service as required.
• Attends meetings as formal recording secretary.
• Receives and reviews department specific documentation for completeness (applications, permits, plans, contract paperwork, bylaws, etc.) and accepts and directs payments where applicable.
• Performs administrative functions associated the preparation of Requests for Proposals, Request for Quotations and Invitations to Tender.
• Liaises with the public and funeral homes on inquiries and bylaws regarding the cemetery, assists grieving families, sells cemetery plots, and maintains the cemetery records and database.
• Administers staff safety check in / check out program.

QUALIFICATIONS:

• Secondary school graduation, in addition to an administrative/secretarial training at a recognized institution, or an equivalent combination of education and experience.
• A minimum of three (3) years of related office experience.
• Experience working with the public and providing customer service.
• Keyboarding speed of 55 words per minute.
• Demonstrated computer skills in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Ability to work on a number of concurrent tasks with deadlines pressures.
• Ability to compose complex business correspondence and proofread for grammar, spelling, and punctuation with a high degree of accuracy.
• Ability to handle confidential and sensitive matters with discretion and integrity.
• Good organizational skills.
• Local government experience , particularly in regards to water and sewer utilities, is an asset.
• Understanding of government records management and…