Closing Date
Status
Position Filled
Department
Corporate Services
Administrative Assistant
The Village of Lions is a small ocean-side community of 1,390 residents just 15 minutes north of Horseshoe Bay. The Municipality is known for its small community feel and spectacular scenery.
The Administrative Assistant is responsible for all aspects of day-to-day customer service in the Village Office and provides administrative support to the Chief Administrative Officer, Deputy Corporate Officer, Financial Officer, Building Inspector, and Public Works Manager.
The Administrative Assistant is an important interface between the Municipality, the general public, government agencies, and others.
OUR VALUES:
Accountability - we are transparent and take responsibility for our policies, our decisions and our actions.
Integrity - we practice high standards of ethical conduct and open communication that inspires trust.
Respect - we value people and treat everyone with dignity and fairness.
Service Excellence - we strive to meet community needs and achieve high-quality results through teamwork, partnerships, innovation and creativity.
Passion - we approach our work with conviction and enthusiasm.
KEY JOB DUTIES
General:
The Administrative Assistant is the first point of contact with residents, and members of the public concerning day-to-day administrative matters and inquiries. This includes providing walk-in customer service, directing phone/e-mail inquires to appropriate staff and Council, booking community facilities, scheduling programs and accepting payment for Village Services and Programs. Accordingly, this position requires excellent customer services skills.
Customer Service requests are received, entered in the on-line CSR system and monitored from assignment of the request to completion. Incoming mail is collected from the Post Office, sorted, e-filed, and distributed daily. Incoming mail, invoices, financial material, etc. are e-filed and distributed to appropriate recipient or filed. Outgoing mail is prepared and delivered to the Post Office or courier services are booked.
The Administrative Assistant tracks the usage of office supplies, facilitates orders as required for all departments, stocks received supplies, and deals directly with suppliers for Village purchases such as dog tags, boat spaces, parking decals, and stationary.
This position supports the Building Inspector including liaising with owners & contractors, processing building permit applications, demolition permits, and related construction site permits with follow-up on all permits, scheduling site visits and reimbursing damage deposits.
Other Roles/Responsibilities
Correspondence is electronically filed, and formally acknowledged, as necessary. Response of action taken is sent to the associated resident.
Assists in the annual preparation and distribution of the utilities tax notices and property tax notices.
Assists in agenda preparation, and meeting recording/ minuting/ recording upload.
Maintains the general cleanliness/ tidiness of the Council Chambers, and reception area.
Record management, file creation and maintenance both on-line and manual are carried out daily.
Processes the Board of Variance applications.
Processes Tree Cutting Permit Applications.
Assists in the production and distribution of newsletters, flyers and e-post messages, emergency notices, monthly programme calendars.
Provides maintenance of Property, Building Inspection and Administrative files.
Updates information and correspondence with outside governmental agencies.
Performs other related duties as required.
QUALIFICATIONS:
Secondary school graduation, supplemented by administrative/secretarial training, or an equivalent combination of education and experience.
A minimum of 3 years related office experience.
KNOWLEDGE, SKILLS, AND ABILITIES
Ability to establish and maintain effective internal and external relations.
Ability to communicate effectively and tactfully with the public, respond to complaints and issues.
Ability to develop and maintain effective workplace relationships.
Ability to communicate effectively verbally and in writing with an emphasis on corporate records and to maintain accurate technical records.
Ability to organize and prioritize work and maintain accurate records.
Ability to operate computer and standard office equipment; proficiency with of a variety of computer software including Adobe, Microsoft Office (Word, Excel, Outlook and PowerPoint).
Ability to work under pressure and demonstrate good judgement in managing competing priorities and workload.
Ability to compose complex business correspondence and proofread for grammar, spelling, and punctuation with a high degree of accuracy.
Ability to handle confidential and sensitive matters with discretion and professional integrity.
Strong analytical and problem-solving skills.
Demonstrated insight and excellence in diplomacy and confidentiality.
Knowledge of office administration, records management, and filing.
Knowledge of the building inspection functions preferred.
Demonstrated ability to exercise initiative within defined guidelines.
Physical Effort:
• Move from desk to counter (frequent)
• Retrieve paper files (frequent)
• Move from desk to photocopy area.
Mental Effort:
• Short periods of intense concentration while dealing with frequent telephone, counter and staff interruptions.
• Manage public complaints (periodic).
• Short periods of concentration while completing forms, calculating fees and typing and proofreading documents.
Visual/ Auditory Effort:
• Focus on source data and computer monitor for short periods; short periods of listening with intense concentration to questions at the front counter and on telephone (continuous).
Work Environment:
• Office
JOB PROVISOS
May be required to perform other related duties where qualified.
Local government experience is an asset.
Ability to work evenings and weekends as required.