Support Services Associate - Public Works (Open to current City of Victoria employees only)

City of Victoria BC; Victoria; On-site; CAD 60,000 - 80,000; Full time

Job summary

Join a forward-thinking organization as a Support Services Associate in Public Works, where you will play a vital role in providing administrative, accounting, and dispatch functions. This position offers the opportunity to work collaboratively with various teams, ensuring efficient operations and effective scheduling. You will be responsible for maintaining accurate records, managing payroll duties, and supporting staff in their daily activities. With a commitment to equity and inclusion, this innovative workplace encourages diverse candidates to apply, making it an exciting opportunity to contribute to community service while advancing your career.

Qualifications

• 2 years of related experience or equivalent education.
• Accredited courses in business or public administration.

Responsibilities

• Provide administrative and accounting support for Public Works.
• Coordinate training and manage the Learning Management System.

Skills

Organizational Skills

Communication Skills

Microsoft Office (Word, Excel, Outlook, Teams, SharePoint)

Typing Speed (50 wpm)

Accounting Practices

Education

High School Graduation

Business Administration Courses

Tools

Tempest

JD Edwards

Job description

Support Services Associate - Public Works

Competition Number: 25/83

Posting Scope: Internal (Open to current City of Victoria employees only)

Posted Date: May 1, 2025

Closing Date: May 15, 2025, 4:30 PM PST

Department: Engineering & Public Works

Posting Type: Continuous (Regular Full-Time)

Work schedule: Monday to Friday ( 37.5 hour work week)

Salary: $ 37.65 per hour, Pay Grade 9

Job Code: 4249

Employee Group: This is a CUPE Local 50 position

Number of Vacancies: 2

FLEX

The successful candidate for this vacancy would participate in a modified work week, earning a flex day off each bi-weekly period by working additional time each day. Modified work weeks established in accordance with the CUPE Local 50 Collective Agreement and are subject to change.

POSITION FUNCTION

Provide administrative, accounting, payroll and dispatch functions for the various sections within the Public Works Department .

Perform dispatch functions and liaise with crews as necessary, coordinate with internal and external stakeholders.

Provides coordination of training and administration of the Learning Management System or similar software.

The Support Services Associate will work collaboratively and proactively to support all Public Works Sections.

KEY DUTIES

Provide dispatch functions to staff within Public Works. Support staff engaged in Operations and Capital works through c oordinating and ordering equipment, materials, and compiling related documentation such as plans or drawings, to ensure effective scheduling for jobsites and maintain related records; Collaborate with staff in other sections to compile and exchange records and data; Create Service Requests, prioritize and dispatch crews as necessary.

Perform accounting functions such as accounts payables and accounts receivables in accordance with City Purchasing practices. Reconcile City purchase card statements to receipts submitted by Public Works staff while maintaining accuracy and adhering to deadlines.

Provide payroll related duties; Collect, verify, and reconcile data from Public Works’ hourly employees’ daily timesheets; Ensure accuracy is maintained, find discrepancies and report to Supervisor. Process time entry accurately in City web application. Maintain manual and computerized records such as time sheets and leave forms.

Provides coordination, training and administration of the Learning Management System or similar software to track and ensure all required job and safety certifications are maintained and up to date.

Perform administrative functions such as photocopying and filing; sort and distribute mail and deliveries; order and maintain office supplies and other general equipment as required; Interpret, enter and maintain a variety of records in databases and spreadsheets. Draft and type a variety of confidential letters, memos and forms; Attend meetings and record or transcribe minutes.

Respond to enquiries from the public and other departments, review for sensitivity and route to appropriate department(s). Communicate with the public in a tactful manner and dispatch service requests as required.

Perform related duties where required or qualified.

INDEPENDENCE

• Work is assigned by supervisor and designated staff and is performed according to established procedures and best practices.
• Work is reviewed upon completion.
• Issues which deviate from established procedures , discrepancies or disputes related to equipment and materials charges, and contract management issues referred to Supervisor.
  
  

WORKING CONDITIONS

Physical Effort

• Sit with arms unsupported while keyboarding. (frequent)
• Lift and carry medium weight equipment. (occasional)
  
  

Mental Effort

• Deal with complaints and negative comments. (frequent)
• Deal with conflicting demands for equipment and service. (frequent)
• Meet payroll and finance deadlines. (frequent)
  
  

Visual/Auditory Effort

• Compile reports, plans and drawings. (frequent)
• Focus on a variety of small print or details and computer screens for short periods. (frequent)
• Ability to focus in an environment with frequent interruptions and distractions. (frequent)
  
  

Work Environment

• Office
• Public Works Yard. (occasional)
• Presence on construction sites. (rare)
  
  

Key Skills And Abilities

• Organize and prioritize work, including equipment and resource requests.
• Type 50 wpm; advanced level operation of current City of Victoria software and programs such as Tempest, JD Edwards, and Microsoft Office (Word, Excel, Outlook, Teams, SharePoint) and other relevant programs.
• Ability to organize and manage multiple workflows, effectively prioritize work, and maintain accurate records.
• Sound knowledge of office practices.
• Maintain effective working relationships with external and internal partners.
• Deal effectively with the public and outside agencies.
• Communicate effectively verbally and in writing.
  
  

Qualifications

Formal Education, Training and Occupational Certification:

• High school graduation.
• Accredited courses in business administration or public administration. (6 months)
• Current and valid Class 5 B.C. Driver's licence.
• Training or experience with Accounting practices an asset.
  
  

Experience

• 2 years of related experience or an equivalent combination of education, training and experience.
  
  

Other

May be requested to substitute in a more senior position.

To apply for this opportunity, you will need to create an online profile or log back into our career portal at www.victoria.ca/jobs - only online submissions will be considered. All applications must be submitted online by 4:30 pm on the closing date noted on the posting. Please be prepared to provide proof of qualifications as outlined in your resume.

The City of Victoria is committed to integrating equity, diversity, inclusion, and accessibility into our programs, policies, spaces, and services. Our goal is to cultivate a diverse and inclusive workforce that reflects the community we serve and aim to become. Individuals who are Indigenous, racialized, immigrants, persons with disabilities, 2SLGBTQIA+, or facing any additional barriers are encouraged to apply. Accommodations will be available upon request throughout the application and selection process.

If you require assistance, please email us at [e-mail] .