Departmental Associate 1

CivicInfo BC; Richmond; Hybrid; CAD 42,000 - 64,000; Full time

Job summary

The City of Richmond is seeking a Departmental Associate 1 to provide administrative support to the Development Applications department. The role focuses on records management, research, and customer service in a municipal context.

Responsibilities include preparing reports, maintaining files, scheduling meetings, assisting with timekeeping, and supporting staff with various clerical duties. The position is full-time and based in-office with a compressed workday schedule.

Qualifications

• Grade 12 with up to 1 year of related coursework, including Microsoft Office training.
• 1 year of related office experience is required.
• Municipal government experience is an asset.

Responsibilities

• Process, monitor, and manage both physical and digital records for development applications.
• Research development topics (Land Title Searches, Comfort Letters, Environmental Site Records).
• Create new folders and close files as needed.
• Provide high level customer service to department inquiries.
• Document processes and record improvements.
• Prepare monthly development application status reports.
• Prepare monthly activity statistics for development applications.
• Assist with presentation creation, including printing and binding.
• Manage meeting schedules and setup for meetings and AV equipment.
• Prepare meeting materials and agendas for distribution.
• Prepare expense reports and daily time entries.
• Maintain contact database and send mailings.
• Order stationery and maintain office supplies inventory.
• Maintain organized, accurate filing records.
• Assist with timekeeping records for department staff.

Skills

Proofreading

Communication

Time management

Multitasking

Microsoft Office

Customer service

Records management

Education

Grade 12 & admin coursework

Tools

PeopleSoft

AMANDA

RIM GIS

REDMS

Job description

Departmental Associate 1

The City of Richmond is a diverse and dynamic community in pursuit of our vision to be the most appealing, livable and well-managed community in Canada.

People lExcellence lLeadership lTeam lInnovation

Imagine a career with the City of Richmond, a dynamic environment for growth and continuous improvement, fostered by our collective strengths and creativity. We are a vibrant, diverse cosmopolitan city, supported by a strong economy and recognized as leaders in innovation and service delivery excellence. The City of Richmond is committed to be the most appealing, livable, well-managed community in Canada, a goal that is only made possible by developing our most valuable asset – our people. This is a great opportunity to join our team and shape our community.

Overview

This Departmental Associate 1 position carries out a variety of administrative support functions for the Development Applications department.

• A key focus on processing, monitoring, and providing both physical (files) and digital record management for a large variety of development applications.
• Performing research on a variety of development application-related topics, such as Land Title Searches, “Comfort Letter” reviews, Environmental Site Assessment Records and other research topics as assigned.
• Creating new folders and/or closing files.
• Providing a high level of customer service by responding to departmental inquiries and requests in a timely manner.
• Documenting processes and recording process improvements.
• Preparing monthly development application status reports.
• Preparing monthly statistical reports on development application activity.
• Providing administrative support, including documentation preparation, editing and proofreading general correspondence and reports.
• Assisting with the creation of presentations, including printing, photocopying and binding.
• Managing schedules, including arranging meetings/conference calls and logistical setup for these meetings, including providing assistance to set up and run audio/visual equipment, arrange catering, etc.
• Preparing meeting materials, including printing and/or e‑mailing agendas, memorandums, reports, binders or electronic documents.
• Preparing expense reports and daily time entries.
• Maintaining a contact database and sending various mailings to contacts.
• Ordering stationery and maintaining stock of office supplies.
• Maintaining organized and accurate filing records.
• Assisting with timekeeping records for employees in the department, as needed.
• Providing backup and support for other administrative staff in the Development Applications department, as needed.
• Archiving records and performing other duties as required.

Knowledge, Skills & Abilities

• Strong attention to detail with an aptitude for proofreading, suggesting alternatives and making modifications.
• Excellent verbal and written communication skills, including spelling, grammatical and proofreading ability.
• Proven accuracy and attention to detail.
• Proven ability to deal with sensitive materials with a high degree of tact and discretion.
• Proven ability to multitask in a high-pressure environment.
• Proven time management and organizational skills.
• Intermediate skills with Microsoft Office programs including Outlook, Word, Excel and PowerPoint.
• Experience with PeopleSoft is an asset.
• Ability to use a property management system, such as AMANDA.
• Ability to use a geographic information system, such as RIM.
• Ability to use a records classification and management system, such as REDMS.
• Ability to perform timekeeping accurately.
• Ability to perform administrative duties with deliberate speed and accuracy without immediate and constant supervision.
• Ability to make discretionary decisions and exercise independent judgement when helping both internal and external customers.
• Ability to cope and adapt well to change.
• Ability to successfully pass a Police Information Check.

Qualifications and Experience

• Successful completion of Grade 12, supplemented by up to one (1) year of coursework related to the job, such as Business Administration and inclusive of training in Microsoft Office Suite and word processing.
• A minimum of one (1) year of related work experience in an office environment is required.
• Experience working in a municipal government environment is considered an asset.

Working Conditions

In office.

The City of Richmond offers a competitive pay and benefits program, attractive incentives and a compressed work day schedule.

We are accepting applications until October 20, 2026.

We thank all applicants in advance for their interest; however, only those under consideration will be contacted. If you are unsuccessful, please accept our appreciation for your interest.

Employment Type

Full Time

Temporary

Education Requirement

College, CEGEP or other non-university certificate or diploma from a program of 3 months to less than 1 year