Communications and Engagement Assistant

at  The Corporation of The City of Victoria

Job Description:

KEY SKILLS AND ABILITIES

• Ability to organize and prioritize work efficiently in a high-pressure environment, while maintaining a high level of attention to detail.
• Ability to demonstrate strong time management skills, including the ability to meet tight and changing timelines.
• Ability to apply techniques of office administration and quality customer service.
• Ability to demonstrate sound judgment and decision-making skills.
• Advanced knowledge of, and experience with, word processing, spreadsheet, database software and related specialty software including web content management.
• Ability to maintain accurate record keeping systems.
• Ability to maintain a working knowledge of new and innovative technologies to improve department operations.
• Demonstrated experience in creating and editing a variety of correspondence and reports.
• Ability to establish and maintain effective working relationships and to work effectively, professionally, and timely with all staff, public and outside agencies.

FORMAL EDUCATION, TRAINING AND OCCUPATIONAL CERTIFICATION:

• High school graduation.
• Accredited courses in communications, office administration or project coordination. (1 year)

EXPERIENCE:

• 3 years of related experience, or an equivalent combination of education and experience.
• Experience with stakeholder management systems is considered an asset.

Administrative Support:

• Manage and monitor the Director, Communications and Engagement’s schedule by overseeing the daily calendar, prioritizing functions and appointments, and efficiently scheduling meetings to ensure timelines are adhered to.
• Develop, assess, and coordinate administrative systems and processes, including administrative procedures, policies, and priorities, such as staff scheduling, records management, and approvals processes.
• Manage and prioritize inquiries by screening and responding to telephone calls, emails, and other forms of communication.
• Action responses for requests, complaints from community, and inquiries from City staff, ensuring timely resolution and appropriate redirection when necessary.
• Manage departmental information and records management systems and databases, records, and technical administration, as required.
• Provide administrative assistance to Department Managers, including scheduling and managing weekly priorities, and preparing a variety of confidential correspondence.
• Attend meetings with the Director, Communications and Engagement as required to create minutes and agendas, and assist with the preparation and distribution of reports, presentations, and correspondence from the Department Director’s office.
• Create staffing requisitions for department, provide training to new employees, and implement suggestions to resolve administrative issues with auxiliary and temporary clerk staff, as required.
• Coordinate, assign, review, and participate in the work of temporary/auxiliary staff involved in the administrative support for the Communications and Engagement department.
• Monitor, maintain, and provide budget updates, including departmental reporting for hours worked, holidays, sick leave, overtime, and senior pay, ensuring accuracy of employee entitlements.
• Make routine purchases for engagement events, services provided by outside agencies, and acquire office supplies and equipment, as directed.
• Complete expense claim forms, maintain administrative filing system, monitor training schedules for staff, and approve and code invoices as authorized.
• Reconcile monthly purchase card statements for the Director, Communications and Engagement, the Manager, Communications and Engagement, and various departmental staff members.
• Provide comprehensive support for updating operational plans and quarterly reporting and assist in compiling and tracking service metrics for departments and programs.
• Contribute to the success of engagement initiatives by providing support in managing event logistics, including venue bookings, event coordination, and project coordination.

Digital Media Management and Communications Support:

• Coordinate the compilation of monthly media calendar content, including drafting memos and documents from briefing notes.
• Monitor and update production schedules for various City communications and engagement materials, including print publications, newsletters, posters, utility bill inserts, signage, and advertising.
• Manage and update media and stakeholder databases, serving as the final point of contact for copy editing before distributing media releases, media advisories, and public service announcements.
• Update specific sections of the City website and oversee website requests from various City departments.
• Complete media monitoring daily, for information distribution to Council and staff, and post content to the City’s social media channels as needed.
• Conduct research as needed.

Perform related duties where qualified.