Universal Job Description Template s1

POSITION DESCRIPTION Ministry of Transportation & Infrastructure

POSITION TITLE: POSITION District CVSE Clerk NUMBER(S): 00077527 DIVISION: (e.g., Division, Region, Department) Northern Region UNIT: LOCATION: (e.g., Branch, Area, District) Fort George District Prince George APPROVED CLASSIFICATION Clerk R9 CLASS CODE

SUPERVISOR’S TITLE: POSITION District Services Manager NUMBER 00077156 SUPERVISOR’S CLASSIFICATION: PHONE NUMBER: Administrative Officer 18

PURPOSE OF POSITION Under the general supervision of the District Services Manager, the position provides a broad range of clerical, receptionist, administrative, financial, and social media services to all district and ministry staff.

NATURE OF WORK AND POSITION LINKS Under the general supervision of the District Services Manager, the position provides a broad range of clerical, administrative and financial services to all district staff. The incumbent may be required to carry out duties in any or all areas of reception, finance, regulatory and administrative support.

SPECIFIC ACCOUNTABILITIES / DELIVERABLES

027eed0c35503caeb745995218f32447.docx Page 1 of 5 Provides secretarial support to the District by:  Typing routine and confidential letters, memos, reports, and briefing notes;  Organizing meetings as required, taking and transcribing minutes;  Responding to routine enquiries;  Maintaining ARCS & ORCS filing systems including off siting;  TRIM support;  Assisting with FOI requests;  Making travel, accommodation and meeting arrangements;  Maintenance of Staff electronic tracking tools to support working alone procedures, including following up with Staff to ensure check-in procedures are followed.  Opening, sorting and distributing incoming mail and attending to outgoing mail. Provides general clerical support by:  Ensuring all required information is in order and complete on all financial documents, such as requisitions, purchase orders, invoices, journal vouchers, etc.;  Maintain District inventory of Fleet Vehicles, liaison with Ministry staff on vehicle issues;  Forwarding documents to the appropriate authorities;  Entry of information in to DriveBC requests as required;  Receiving and recording monies for fees applications, contracts, general specifications and issuing receipts;  Making out deposit slips and forwarding to Government Agent;  Preparing accounts receivable invoices, monitor and report on payments received;  Advising vendors of procedures for payment and following up to ensure compliance;  Processing all payable invoices by verifying goods received against the purchase order/contract and obtaining the appropriate qualified receiver signature and expense authority, then forwarding for payment;  Searching and ordering files from Offsite Storage, gathering data and other statistical information;  Maintaining office supplies and ordering supplies, including the ordering of uniform items;  Compiling and submitting a variety of monthly statistical reports  Recording requests for service, subdivisions, progress reports and payments for contracts administered by the district;  Communicating with hired equipment operators to register equipment and maintain records, answering questions and addressing concerns;  Organizing and dispatching hired equipment to worksites as required, preparing rental agreements, seniority lists and reconciling of timecards to invoices, ensuring the process outlined in the hired equipment policy is followed;  Entry of external Training records for District Staff;  Entering data into computer data bases such as Oracle, CAS, TRIM, HETS, and CPS;  Providing support and backup for Writing Services requests when required, including coordinating, editing and tracking correspondence requests such as Ministers Letters, Reply Directs, Media Requests and News Releases;  Responsible for District purchasing card reconciliations;  Assist District Services Manager with assignments, FOI Requests, general requests and projects;  Organization of office space;  Other duties as requested. Answering a variety of inquiries/complaints both by phone and at the counter by:  Obtaining all relevant information, determining the jurisdiction, (Le. highways, maintenance contractor, municipality);  Reviewing files and other related information and responding to the inquiry;  Looking up legal descriptions, making copies of composites and legal descriptions as required for preparation of various applications/permits;  Receiving and directing all incoming calls to the appropriate staff;  Answering routine telephone inquiries; 027eed0c35503caeb745995218f32447.docx Page 2 of 5 FINANCIAL RESPONSIBILITY May hold petty cash account; receive, record and deposit cash, cheques and money orders; acquire government purchasing card with monthly limit of $10,000.

DIRECT SUPERVISION (i.e., responsibility for signing the employee appraisal form) Role # of Regular FTE’s # of Auxiliary FTE’s Directly supervises staff 0 0 Supervises staff through subordinate supervisors 0 0

PROJECT /TEAM LEADERSHIP OR TRAINING (Check the appropriate boxes) Role # of FTE’s Role # of FTE’s Supervises students or volunteers Provides formal training to other staff

Lead project teams Assigns, monitors and examines the work of staff

SPECIAL REQUIREMENTS N/A

TOOLS / EQUIPMENT  Computer  Various office machines, i.e., multi-functioning device, plan copier, facsimile machine, etc.  Valid BC Class 5 Driver’s Licence with a clean driving record – may be required to drive Ministry vehicles  Communication devices, i.e., multi-line main reception phone, Highways radio phone

WORKING CONDITIONS Works in a dynamic office setting requiring ability to adapt to constant change, meet deadlines and interact with diverse clientele.

027eed0c35503caeb745995218f32447.docx Page 3 of 5 SELECTION CRITERIA

EDUCATION, EXPERIENCE AND/OR ACHIEVEMENTS  Secondary School Graduation or equivalent;  A combination of three (3) years clerical/administrative support experience, education and/or training, preferably gained in an office setting, including training in basic accounting and office administration;  Demonstrated experience in the use of computers using word processing, spreadsheet and other standard computer applications;  Valid BC Class 5 Driver’s Licence with a clean driving record – may be required to drive Ministry vehicles.

Preference may be given to candidates who possess the follow:  Financial experience.  Knowledge of ACRS, ORCS and TRIM.  Experience in an office setting, including training in basic accounting and office administration.

KNOWLEDGE  Advanced knowledge and experience in the use of MS Office (Outlook, Word, Excel, PowerPoint);  Knowledge of filing systems, with preference to ARCS,ORCS and TRIM;  Knowledge of general office administration practices;  Knowledge of basic accounting practices;  Knowledge of road building / maintenance equipment would be considered an asset.

SKILLS AND ABILITIES  keyboard with speed and accuracy;  Provide and obtain clear, concise and complete oral and written information at a level appropriate to audience, while maintaining confidentiality;  Use judgment, discretion and professionalism when interacting with clients and stakeholders;  Establish and maintain effective working relationships with a variety of individuals or groups to complete work assignments, affect outcomes or provide a service;  Organize and manage independently (one's own/and others') workload taking into consideration changing priorities, tight deadlines, volume of work, available resources and multiple reporting relationships;  Identifying problems and situations, refer to applicable policies and guidelines, identify options and determine appropriate courses of action;  Reference and apply a variety of policies, rules and guidelines to determine an appropriate course of action;  Code, process, store, track and retrieve records and information efficiently, in a timely manner, and in accordance with policies and procedures, while maintaining confidentiality;  Compute accurately a variety of mathematical calculations such as addition, subtraction, multiplication, division and percentages using a calculator;  Use computer applications to enter and retrieve data/produce and edit a variety of effective correspondence, documents and reports;  Operate and troubleshoot a variety of standard office equipment such as computer, photocopier, facsimile machine, printer and voice recorder.

PROVISOS  A criminal records check is required;  Occasional travel is required.

Public Service Professional Values

Integrity - to uphold the Standards of Conduct for the BC Public Service and to do what is right as a professional public servant. This is the single overarching characteristic of the public service.

027eed0c35503caeb745995218f32447.docx Page 4 of 5 Courage - Takes thoughtful risks in generating and implementing ideas; be biased toward action; apply imagination; empower others to take initiative even in uncertain times; look beyond the process to see the possible; and pursue a vision for the future. Teamwork - Builds trust by respecting the contributions of others; encourages new ideas; contributes to larger goals and positive engagement; and depends on supporting others and sharing information. Passion - Taking pride in their work in service to the public; seeing ideas and people succeed; being a model of motivation and a positive influence for others. Accountability - Setting clear goals and measuring success; staying focused on the outcomes government is trying to achieve; taking responsibility for decisions and completing tasks; being consistently proactive in decisions; and showing the persistence and tenacity to overcome obstacles. Service - Maintaining a clear focus on creating positive outcomes for citizens; working collaboratively across government to enable success; valuing different viewpoints; and placing organizational objectives ahead of personal goals. Curiosity - Seek better ways to achieve goals; pursue opportunities to learn and develop; welcome ideas from others; and be willing to learn from failure as well as success.

BEHAVIOURAL COMPETENCIES Flexibility is the ability and willingness to adapt to and work effectively within a variety of diverse situations, and with diverse individuals or groups. Flexibility entails understanding and appreciating different and opposing perspectives on an issue, adapting one’s approach as situations change and accepting changes within one’s own job or organization. Service Orientation implies a desire to identify and serve customers/clients who may include the public, co-workers, other branches/divisions, other ministries/agencies, other government organizations, and non-government organizations. It means focusing one’s efforts on discovering and meeting the needs of the customers/client. Teamwork and Cooperation is the ability to work co-operatively within diverse teams, work groups and across the organization to achieve group and organizational goals. It includes the desire and ability to understand and respond effectively to other people from diverse backgrounds with diverse views. Listening, Understanding and Responding is the desire and ability to understand and respond effectively to other people from diverse backgrounds. It includes the ability to understand accurately and respond effectively to both spoken and unspoken partly expressed thoughts, feelings and concerns of others. People who demonstrate high levels of this competency demonstrate an understanding of others, including cross-cultural sensitivity. Problem Solving and Judgment is the ability to analyze problems systematically, organize information, identify key factors, identify underlying causes and generate solutions.

Self-Control is the ability to keep one's emotions under control and restrain negative actions when provoked, faced with opposition or hostility from others, or when working under stress. It also includes the ability to maintain stamina under continuing stress.

Relationship Building is working to build or maintain ethical relationships or networks or contacts with people who are, or may be, potentially helpful in achieving work-related goals/establishing advantages. These people may include customers, clients, counterparts, colleagues, etc.

Results Orientation is a concern for surpassing a standard of excellence. The standard may be one's own past performance (striving for improvement); an objective measure (achievement orientation); challenging goals that one has set; or even improving or surpassing what has already been done (continuous improvement). Thus, a unique accomplishment also indicates a Results Orientation.

Concern for Order reflects an underlying drive to reduce uncertainty in the surrounding environment. It is expressed as monitoring and checking work or information, insisting on clarity of roles and functions, etc.

Conflict Management is the ability to develop working relationships that facilitate the prevention and/or resolution of conflicts within the organization.

For more information about behavioural interviews, competency definitions, and to watch interview videos please visit: Competencies for Interviews & Hiring

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