Departmental Associate 1

Taleo; Vancouver; On-site; CAD 42,000 - 56,000; Full time

Job summary

Taleo is seeking a Departmental Associate 1 to support the Development Applications department. The role focuses on processing and managing both physical and digital records for a wide range of development applications, with research duties and documentation tasks.

Responsibilities include preparing monthly reports, supporting preparation of presentations, and handling meeting logistics. Strong proofreading, communication, and organizational skills are essential.

Qualifications

• Strong attention to detail with proofreading and accuracy.
• Excellent verbal and written communication and editing skills.
• Proven ability to handle sensitive materials with tact and discretion.
• Able to multitask effectively in a high-pressure environment.
• Strong time management and organizational skills.
• Proficient with Microsoft Office including Outlook, Word, Excel and PowerPoint.
• Experience with PeopleSoft is an asset.
• Ability to use AMANDA, RIM or REDMS for records management.

Responsibilities

• Process, monitor, and manage both physical files and digital records for development applications.
• Conduct research on topics related to development applications.
• Create new folders and close files as needed.
• Provide high-quality customer service by responding to inquiries promptly.
• Document processes and record improvements.
• Prepare monthly development application status and statistical reports.
• Prepare and edit general correspondence and reports.
• Assist with presentations and meeting logistics, including AV setup and catering.

Skills

Attention to detail

Communication skills

Multitasking

Time management

Organizational skills

Proofreading

Discretion

Independent judgment

Education

Grade 12

Business Administration coursework

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

AMANDA

RIM

REDMS

PeopleSoft

Job description

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.