Administrative Assistant - Engineering

Regional-District-of-Okanagan-Similkamee; Penticton; On-site; CAD 68,000 - 83,000; Full time

Benefits offered by this job

15% in lieu of benefits and pension

Job summary

Regional District of Okanagan-Similkameen is 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, coordinating Engineering Services functions and maintaining records.

This role supports project communications, divisional logistics, and back-ups to other Public Works functions including utilities and solid waste administration, requiring

Qualifications

• Minimum three years of related office experience.
• Ability to compose complex business correspondence and proofread for grammar, spelling and punctuation.
• Experience working with the public and providing customer service.
• Knowledge of government records management and electronic data management systems is an asset.

Responsibilities

• Produces complex correspondence, reports, forms, contracts, permits, and newsletters within short timeframes.
• Responds to inquiries and provides department-specific information on processes, bylaws and regulations.
• Maintains records in paper and electronic systems for efficient retrieval.
• Tracks departmental information and provides cost data for budgets or contracts.
• Coordinates calendars, travel and meetings, ensuring quorum where applicable.
• Prepares meeting materials and coordinates actions from meetings.

Skills

Customer service

Organizational skills

Attention to detail

Time management

Discretion and integrity

Keyboarding speed 55 wpm

Education

Secondary school graduation, admin/secretarial training

Equivalent combination of education and experience

Tools

Microsoft Office Suite

Job description

The Regional District of Okanagan-Similkameen is currently recruiting a temporary, (approximately six months) full-timeAdministrative 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 timeframes.
• 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, tradeshows, 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.
• Keyboardingspeed 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 electronic data management systems is an asset.
• Ability to work evenings and weekends as required.

This temporary, full-time position is included in the BCGEU bargaining unit. The hourly wage for the position is paygrade 4, $36.70 per hour plus 15% in lieu of benefits and pension.

Welcome to the Regional District of Okanagan-Similkameen

Located in the south-central region of B.C., the Regional District of Okanagan-Similkameen covers an area over10,400 km2 and is renowned for its orchards, vineyards and golf courses, as well as its widely varied landscapeincluding deserts, mountains and valleys, pristine lakes and outdoor recreational opportunities.

Welcome to the Regional District of Okanagan-Similkameen

Located in the south-central region of B.C., the Regional District of Okanagan-Similkameen covers an area over10,400 km2 and is renowned for its orchards, vineyards and golf courses, as well as its widely varied landscapeincluding deserts, mountains and valleys, pristine lakes and outdoor recreational opportunities.

Privacy Acknowledgment

Protecting your personal information is an obligation the Regional District of Okanagan-Similkameen takes seriously. Our practices have been designed to ensure compliance with the privacy provisions of the Freedom of Information and Protection of Privacy Act (British Columbia) ("FIPPA"). Any personal or proprietary information you provide to us for this recruitment and selection process is collected, used and disclosed in accordance with FIPPA.

On occasion, this position may require you to work evenings and weekends. In addition, the RDOS may need to activate an Emergency Operations Centre to handle events such as floods and fires. You may be scheduled to work in the EOC during work hours as well as outside of work hours.