Administrative Assistant - Planning

at  The Corporation of The City of Victoria

Job Description:

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.

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.

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.