Administrative Assistant - Planning
Job Description:
Administrative Assistant - Planning
Competition Number: 25/10APosting Scope: Internal / External
Posted Date: April 24, 2025
Closing Date: May 01, 2025, 4:30 PM PST
Department: Planning and DevelopmentPosting Type: Maternity/Parental Leave Replacement – up to 11 months
Work schedule: Monday to Friday ( 35 hour work week)
Salary: $37.65 per hour, Pay Grade 9
Job Code: 4068
Employee Group: This is a CUPE Local 50 position
Number of Vacancies: 1
WORK FROM HOME
The successful candidate for this posting may be eligible for participation in a hybrid, work from home arrangement in alignment with the City’s Work from Home Policy. Such arrangements are determined with each employee and subject to change based on operational needs and policy direction.
POSITION FUNCTION
Perform a variety of secretarial and clerical functions for the Planning Department and designated committees.
KEY DUTIES
Receive and process a variety of applications; review against checklist, assist applicants to ensure application package is complete; calculate, receive and enter daily payments into computer cash control system and process deposits and refunds, balance and prepare bank deposits; enter application data and track application status in computer GIS software; meets deadlines to notify adjacent property owners of applications.
Review disclosure statements included in development applications.
Produce draft agendas and support committees by collecting information and assembling documentation; distribute finalized copies; take, transcribe, and distribute action item minutes for complex committees; follow up on minute items as requested; prepare documents for posting on City website.
Type a variety of letters, memos, reports and forms from typed or handwritten copy; compose and send routine letters; draft correspondence regarding committee recommendations.
Prepare approved permits to property owners; prepare documents for registration at Land Titles Office; retrieve and purchase title searches, covenants and easement information; provide statistical data on Land Use applications and maintain statistical records and various filing systems.Research and retrieve archived information to support complex heritage applications.
Respond to enquiries from applicants, committee members, external agencies, staff, and the public by providing information and assistance on permit application processes; respond to department’s main telephone inquiry line; take messages or forward calls; schedule appointments and meetings; book facilities and arrange catering; arrange travel and accommodation for staff.
Operate a variety of office equipment such as fax and photocopier; arrange for equipment servicing; order and stock office supplies; sort and distribute mail.
Perform related duties where qualified.
INDEPENDENCE
Work is generated by permit applications or assigned by designated staff and supervisor.
Work is reviewed upon completion.
Problems such as deviations from established procedures are referred to supervisor.
WORKING CONDITIONS
Physical Effort:
Sit with arms unsupported while keyboarding. (frequent)
Lift and move plan rolls, models, and sample boards. (occasional)
Climb ladders to retrieve files. (rare)
Mental Effort:
Long periods of intense concentration while taking and transcribing minutes at meetings. (often)
Ability to multi-task in a high-pressure environment while maintaining a high level of attention to detail (frequent)
Meet multiple deadlines. (often)
Visual/Auditory Effort:
Focus on a variety of source data and computer for short periods. (frequent)
Work Environment:
Office.
Exposure to dust from archival plans. (rare)
KEY SKILLS AND ABILITIES
Organize and prioritize work.
Understand and apply administrative and regulatory functions related to processing and issuance of Land Use Applications.
Type 60 wpm; working level operation of current City word processing, spreadsheet, and related specialty software.
Use standard office equipment.
Take and transcribe action item minutes.
Interpret related policies, regulations, and bylaws.
Maintain accurate records.
Establish and maintain effective working relationships.
Deal effectively with the public and outside agencies.
QUALIFICATIONS
Formal Education, Training and Occupational Certification:
High school graduation.
Accredited courses in Office Administration (6 months).
Experience:
3 years of related experience including minute taking and agenda preparation.
or an equivalent combination of education 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 careers@victoria.ca.