Departmental Associate 2

City-of-Richmond-; Richmond; On-site; CAD 48,000 - 64,000; Full time

Job summary

City of Richmond is seeking a Departmental Associate 2 to provide administrative and clerical support for the WYRP and Works Yard Planning team. You will prepare correspondence, process invoices, manage records, and assist with meetings and events.

The role requires strong attention to detail, excellent communication skills and proficiency in Microsoft Office/SSharePoint; experience in a municipal government setting is an asset.

Qualifications

• Strong proofreading and editing skills with business English.
• Ability to manage multiple tasks and meet deadlines.
• Proficient with MS Office, SharePoint and data entry tasks.
• Experience handling invoices, timekeeping and records management.
• Excellent communication with internal and external stakeholders.

Responsibilities

• Provide administrative and clerical support to the Works Yard Planning team.
• Prepare and distribute letters, notices, memos and emails; edit complex reports.
• Process invoices, data, status reports and metrics; track documentation.
• Schedule meetings (in-person/virtual/hybrid) and prepare materials.
• Maintain physical and digital records; assist with off-site storage prep.
• Assist with website content updates and communications.
• Support events and liaison activities with stakeholders.
• Perform other related duties as required.

Skills

Attention to detail

Proofreading

Communication

Multitasking

Time management

Office software

Customer service

Team player

Confidentiality

Digital records

Education

Grade 12 completed

Office administration courses

Related clerical experience considered

Tools

Microsoft Office

SharePoint

Microsoft 365

PeopleSoft HCM

REDMS

Website updates

Job description

Overview

The Departmental Associate 2 is responsible for providing administrative and clerical support related to the Works Yard Replacement Project (WYRP) and the Works Yard Planning team.

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

• Provide administrative and clerical support to the Works Yard Planning team
• Prepare and distribute letters, notices, memos, emails and other correspondence to a wide variety of internal and external clients; type, proofread and edit complex reports, communication materials, correspondence and data.
• Collect, prepare, process, enter and track invoices, data, status reports, metrics, and other documentation.
• Schedule and organize in-person, virtual and hybrid meetings by preparing materials and presentations, develop email agendas, minute-taking, run audio/visual equipment, arrange catering, and other duties as required.
• Process incoming and outgoing physical mail and emails, including preparation and distribution of mail-outs, ensuring timely follow-up.
• Organize, maintain and update digital and paper records, records management system and prepare files and boxes for transfer to off-site storage.
• Purchase card reconciliation and timekeeping including entering time, running queries, and checking and correcting errors to timesheets and entry.
• Order and maintain materials and supplies, including making in-person purchases.
• Liaise and provide information and assistance to a variety of internal and external contacts.
• Participate in continual improvements to systems, workflows and processes in an evolving, technology-driven environment.
• Update and maintain internet, intranet and website content by assisting with website design and updates.
• Documenting processes and recording process improvements.
• Organize, execute and participate at staff, project and community events including taking materials to event sites and set up/take down. Events include engaging with internal and external stakeholders.
• Performing other related duties and projects as required.

Knowledge, Skills & Abilities:

• Strong attention to detail, knowledge of business English, spelling, grammar and punctuation, ability to communicate verbally and in writing with an aptitude for proofreading, suggesting alternatives and making modifications.
• Ability to prioritize workload to achieve timelines; perform multiple tasks simultaneously; work well under pressure; identify and resolve routine issues using sound problem-solving skills; and deal with stressful situations with professionalism.
• Ability to cope and adapt well to change; work well independently and as part of a team; and perform administrative duties with deliberate speed and accuracy with minimal supervision.
• Demonstrated ability to reliably deliver high quality and volumes of work within established deadlines and provide accurate and effective results.
• Apply knowledge, feedback, training and established resources and processes to assigned duties and related administrative tasks and processes.
• Ability to compose various types of correspondence, reports and presentations with a high level of accuracy and confidentiality.
• Ability to understand and effectively carry-out verbal and written instructions.
• Proven ability to deal with sensitive materials with a high degree of tact and discretion.
• Ability to exercise diplomacy, confidentiality and sound judgement.
• Proven time management and organizational skills.
• Ability to maintain effective working relationships and respond to internal and external customers with a professional, responsive and solutions-oriented approach, providing excellent customer service and assistance in person, by telephone and email.
• Ability to use software applications including but not limited to Microsoft Office, Microsoft 365, SharePoint, PeopleSoft HCM and REDMS at an intermediate to advanced level; ability to update website content.
• Ability to successfully pass a Police Information Check (PIC).

Qualifications and Experience:

• Completion of grade 12 or equivalent, supplemented by courses in office administration.
• One (1) to two (2) years of related clerical experience in an office environment. An equivalent combination of training and experience may be considered.
• Intermediate to advanced experience in software applications including but not limited to Microsoft Office, Microsoft 365, REDMS, and PeopleSoft HCM are considered an asset.
• Experience working in an operations environment is considered an asset.
• Municipal government experience in a unionized environment is considered an asset.
• Valid Class 5 Driver’s License for the Province of British Columbia.

Working Conditions:

Work is mostly performed in an office environment at the Works Yard with moderate exposure to operations and construction. Occasional moderate lifting of up to 10 kg (22 lbs), routine visual effort and mental concentration is required.