Departmental Associate 1

City of Richmond; Richmond; On-site; CAD 42,000 - 62,000; Full time

Benefits offered by this job

Competitive pay and benefits

Compressed work day schedule

Job summary

The City of Richmond is seeking a Departmental Associate 1 to support the Development Applications department with a wide range of administrative tasks. This role emphasizes accurate records management, research, and effective customer service in a municipal setting.

You will handle filing, reporting, scheduling, and document preparation, contributing to process improvements and data accuracy within a dynamic city team.

Qualifications

• Successful completion of Grade 12, supplemented by up to one year of coursework related to the job.
• A minimum of one year of related work experience in an office environment is required.
• Experience working in a municipal government environment is considered an asset.

Responsibilities

• Process, monitor, and provide both physical and digital record management for development applications.
• Research development-app topics such as Land Title Searches, Comfort Letter reviews, Environmental Site Assessments.
• Create new folders and/or close files.
• Provide high level customer service by responding to inquiries.
• Document processes and record process improvements.
• Prepare monthly development application status reports.
• Prepare monthly statistical reports on development activity.
• Assist with preparation of presentations, including printing and binding.
• Manage schedules and arrange meetings, including AV setup and catering.
• Prepare meeting materials and agendas.
• Prepare expense reports and daily time entries.
• Maintain a contact database and send mailings.
• Order stationery and maintain stock of office supplies.
• Maintain organized filing records.
• Assist with timekeeping records for department employees.
• Provide backup for other administrative staff.
• Archive records and perform other duties.

Skills

Attention to detail

Verbal and written communication

Multitasking

Time management

Discretion

Organizational skills

Independent judgement

Adaptability

Education

Grade 12

Business Administration coursework

Microsoft Office training

Tools

Microsoft Office

PeopleSoft

AMANDA

RIM

REDMS

Job description

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.

Departmental Associate 1

Overview

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

Examples of key responsibilities include, but are not limited to:

• 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.