The Corporation of the District of

Administrative Assistant (Facilities)

Temporary Part Time Position – (21hrs/week) 6 months

The District of Central Saanich, located on the of Southern Island, is part of the Area and enjoys the reputation of being among the best locations in to live, work and play. The District is bounded on both the east and west by ocean with many beach access points, and is central to all amenities of the Greater Victoria area.

Reporting to the Fire Chief, providing administrative and clerical support for the Facilities Division. You would be responsible for processing, tracking and coordinating service requests from internal departments and facility users. Records management functions including data entry into District software applications, and sends notifications, contacts contractors, obtains quotes and prepares progress and statistical reports on a weekly and monthly basis.

The incumbent of this position should have: knowledge of facility operations; the ability to maintain confidentiality; political sensitivity; excellent customer service skills; the ability to work independently and under pressure. Your time management and organization skills will allow you to work effectively in this busy atmosphere. Your strong communication and relationship building skills will be essential as you provide information and assistance to administration and the ability to deal effectively and positively with the public, elected officials and staff. Your ability to work independently, multi-task and take initiative will guide success in this position.

Minimum Requirements to Apply  High school graduation plus 2 years administrative experience  Excellent customer service skills  Strong communication and interpersonal skills  Training in records management and knowledge of records management principles and practices and the Local Government Management Association Records Classification and Retention Schedule  Superior knowledge of the operation of local government software applications. Health/Safety and purchasing certificates or training applications in inventory control.  A minimum of three (3) years related experience. Or an equivalent combination of education, training and experience.

Job description and competition information can be found at www.centralsaanich.ca The salary for this temporary part time position is Pay Grade 39 ($28.34) 2017 rate, plus 13% in lieu of benefits.

Qualified candidates may submit resumes in confidence to: The District of Central Saanich, Attention: Chris Vrabel, Fire Chief, 1903 Mt. Newton Cross Rd., BC, V8M 2A9, no later than 4:30 p.m. on Friday, November 16, 2018. Applications may also be submitted by email to: [email protected]

We thank all candidates for their interest; however, only those applicants under consideration will be contacted.

IDENTIFICATION

Date: October 26, 2018

Current Position Title: Facilities - Administrative Assistant

Department / Branch / Section: Fire Department

Supervisor Name and Position: Fire Chief

Key Work Programs: Name the key work programs (a system of procedures or activities that has a specific purpose and is considered as a “heading” for a group of activities) in which your position is involved. Please indicate the approximate % of time you spend in each program area. 1. 40% Records management coordination 2. 20% Administrative support for the facilities division under the direction of the Fire Chief 3. 20% Special project work 4. 20% Contract administration

Key Duties

1. Processes, tracks and coordinates service requests from internal departments and facility users. Performs records management functions including data entry into District software applications, and sends notifications, contacts contractors, obtains quotes and prepares progress and statistical reports on a weekly and monthly basis.

2. Processes invoices received from suppliers and contractors by coding invoices, matching with approved budgets, purchase orders, and or service contracts as per approved District accounts payable procedures.

3. Assembles quotes from contractors and prepares purchasing documents as per District purchasing policies, orders supplies, organizes meetings and prepares and follows through on action items.

4. Maintains a centralized records management system including the maintenance of a record indexing and cross-referencing system in both digital and hard copy environments.

5. Performs other duties as required.

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Qualifications and Skills

These describe the minimum levels required to fully perform the job duties, not necessarily the actual qualifications of the incumbent.

Education: High school graduation plus 2 year administrative program.

Certification: N/A

Safety Certification and Other Licenses: N/A

Desirable Certification and Training: Superior knowledge of the operation of local government software applications. Health/Safety and purchasing certificates or training applications in inventory control.

Experience: A minimum of three (3) years related experience.

Or an equivalent combination of education, training and experience

Skills

The incumbent of this position should have: knowledge of Facilities operations; the ability to maintain confidentiality; political sensitivity; excellent customer service skills; the ability to work independently and under pressure; the ability to deal effectively and positively with the public, elected officials and staff; the ability to record and transcribe the proceedings of meetings; the ability to establish and maintain effective working relationships with superiors, other employees and the general public; the ability to prepare correspondence on routine matters, perform office management details and work independently; the ability to use various office equipment such as a fax machine, multi-line switchboard, photocopier/printer/scanner; written and oral communication skills and an excellent knowledge of English, office practices and procedures.

Job Provisos

 Maintain advanced level knowledge of the District's computerized financial, administrative software and office technology  Maintain professional and technical requirements for the position  May be required to perform additional duties as assigned by supervisor  May be required to perform relief duties of the Confidential Secretary to the Fire Chief

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