Departmental Associate 4

City of Richmond; Richmond; On-site; CAD 50,000 - 70,000; Full time

Job summary

A municipal government is seeking a Departmental Associate 4 to provide administrative support to its Engineering department. This role involves managing schedules, preparing documentation, and supervising other staff. Applicants should have at least two years of clerical experience and be proficient in Microsoft Office. A valid BC Class 5 driver's license is required. This position offers competitive pay and benefits, with applications accepted until October 9, 2025.

Benefits

Competitive pay and benefits

Attractive incentives

Compressed work day schedule

Qualifications

• Minimum of two years of related clerical experience in an office environment.
• Experience in a municipal environment is preferred.
• Valid Class 5 driver's license for the Province of British Columbia.

Responsibilities

• Provide administrative support including documentation preparation and proofreading.
• Supervise other Departmental Associate(s) in their work plans.
• Prepare meeting materials and reports including data compilation.

Skills

Attention to detail

Verbal and written communication

Time management

Supervisory skills

Microsoft Office proficiency

Education

Completion of Grade 12 or equivalent

Coursework in Business Administration

Tools

Microsoft Word

Microsoft Excel

Access

Adobe Pro

Visio

Job description

Overview

The Departmental Associate 4 position provides administrative support to the Engineering department. Under the direction of the Director, Engineering, this role is responsible for the planning, control and coordination of administrative activities for the Engineering department. This includes coordinating the department’s annual (capital, operating) budgeting process and ongoing reporting, monitoring, tracking, processing of expense accounts, procurements, payments, etc.; developing and implementing a variety of office systems, procedures and controls to ensure administrative processes and to meet departmental and corporate requirements; preparing various high level, complex documents – annual work plans and tracking, reporting on progress, external and political level memos on departmental programs/projects, council and committee agendas, reports, follow-up actions and progress tracking; and serving as the point of contact for HR, payroll, finance, legal, clerk’s office in ensuring for all departmental administrative matters.

Responsibilities

• Providing administrative support including documentation preparation, editing and proofreading council reports, general correspondence such as memos, letters, reports and public consultation material.
• Supervising other Departmental Associate(s) in the Engineering department with respect to their work plans, daily duties and responsibilities, including conducting performance reviews.
• Providing a high level of customer service to internal and external clients by responding to departmental inquiries and requests in a timely manner.
• 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 and reports including data compilation, printing and/or e-mailing agendas, memorandums, reports, binders or electronic documents.
• Assisting with the creation of presentations and reports including formatting, printing, photocopying and binding.
• Responsible for both electronic and hard copy records management, including classifying corporate documents, coordinating the transfer of records to storage.
• Responsible for timekeeping of employees in the department; respond to timekeeping inquiries; provide support to backup timekeepers regarding policies and procedures.
• Update the City’s internal and external websites as requested by the Director, Engineering.
• Be the liaison with the Communication department for any public communication requirements.
• Responsible for data entry in Access or other financial systems as requested by the Director, Engineering.
• Create e-requisitions and journal entries based on templates provided in PeopleSoft as requested.
• Providing back up and support to the broader administrative team when necessary, including assisting with training of other staff, managing workloads, etc.
• Responsible for completing expense reports for department staff.
• Responsible for compiling research and information on specific projects as requested by the Director, Engineering.

Knowledge, Skills & Abilities

• Ability to plan, assign work, and supervise the work of one or more subordinates
• 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 multi-task in a high pressure environment.
• Proven time management and organizational skills.
• Ability to perform administrative duties with deliberate speed and accuracy without immediate and constant supervision.
• Advanced skill level in Microsoft Word, Excel, Access, PowerPoint, Adobe Pro and Visio.
• Ability to use a records classification and management system, such as REDMS.
• Ability to perform timekeeping accurately.
• 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 (PIC).
• Sound knowledge of departmental reference material and automated information systems related to the work performed.
• Working knowledge of the roles of other departments as related to the work performed.
• Ability to deal effectively and courteously with the public and maintain effective working relationships with other employees.

Qualifications and Experience

• Completion of Grade 12 or equivalent supplemented by up to one (1) year of coursework related to the job, such as Business Administration or General Business and inclusive of training in Microsoft Office Suite and word processing.
• Minimum of two years of related clerical experience in an office environment.
• An equivalent combination of training and experience may be accepted.
• Experience in a municipal environment is preferred
• Valid Class 5 driver’s licence for the Province of British Columbia.

Working Conditions

Duties are performed in an office environment.

The City of Richmond offers a competitive pay and benefits program, attractive incentives and a compressed work day schedule. If you are looking to make a difference, and to share our vision “to be the most appealing, livable, and well-managed community in Canada,” please submit your application by following the instructions below.

The City of Richmond uses an applicant tracking system for candidates wishing to view and apply for available career opportunities. For further information regarding position details and to apply, please visit our website at the City of Richmond’s career page. We are accepting applications until October 9, 2025. 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.