Departmental Associate 1

at  City of Richmond BC

DEPARTMENTAL ASSOCIATE 1

The City of Richmond is committed to be the most appealing, livable, well-managed community in Canada, a goal that is only made possible by developing our most valuable asset – our people. This is a great opportunity to join our team and shape our community. The City of Richmond offers competitive pay programs, comprehensive benefits and attractive incentives. If you are looking to make a difference, and to share our vision “to be the most appealing, livable, and well-managed community in Canada”, then please apply.

KNOWLEDGE, SKILLS AND ABILITY:

• Strong attention to detail with excellent verbal and written communication skills, including proficiency in proofreading, suggesting alternatives, making modifications, and knowledge of business English, spelling, grammar, and punctuation.
• Knowledge of provincial reporting standards for the situation table and federal grant reporting for BSCF.
• Knowledge of situation tables and the hub model, and a strong understanding of the City of Richmond’s BSCF strategy, programs, and initiatives.
• Understanding of the youth gang and gun violence landscape within Richmond.
• Proficient in understanding and carrying out and with minimal supervision.
• Proven ability to exercise diplomacy, tact, confidentiality, and sound judgment.
• Ability to prioritize workload to achieve timelines, perform multiple tasks simultaneously, work well under pressure, problem-solve, and deal with stressful situations with professionalism.

QUALIFICATIONS AND EXPERIENCE:

• Completion of grade 12 or equivalent, supplemented by coursework or experience in office administration, public administration or related fields.
• One (1) to two (2) years of related administrative or clerical experience. Experience in a regulatory field is considered an asset.
• Experience in coordinating logistics for program events, workshops, and training sessions, including BSCF events.
• Experience in coordinating meetings and other administrative support with other government agencies, non-profit organizations, community organizations, and law enforcement agencies.
• Attention will be given to candidates with municipal experience, knowledge and experience in PeopleSoft, Centresuite, REDMS, MS Teams, and the situation table case management system at an intermediate to advanced level.
• Intermediate to advanced level experience in Word, Excel, and Outlook.

• Provide administrative support, including composing, editing, and proofreading letters, memos, emails, reports, data and other correspondence to internal and external clients.
• Respond to inquiries related to Community Safety and Richmond’s BSCF strategy, programs, and initiatives from both internal and external clients, including government agencies and non-profit organizations.
• Provide administrative support related to BSCF budget reports, cost tracking, and inventory based on federal grant guidelines.
• Participate in staffing meetings, situation table meetings, and BSCF meetings by creating and amending case files, taking minutes, coordinating logistics, and provide assistance with audio/visual equipment setup.
• Update and maintain a reporting tracking system for the Community Safety Division.
• Manage financial transactions, including creating purchase orders, processing accounts receivable and accounts payable, tracking invoices, collecting outstanding debts, and performing credit card reconciliation.
• Update and maintain the records management system and the departmental internet on the City website.
• Coordinate procurement of stationary and supplies, handle processing of incoming and outgoing mail, and prepare mail-outs as required.
• Manage schedules, including arranging and providing logistical setup for meetings/conference calls.
• Coordinate logistics for program events, workshops, and training sessions to support program implementation.
• Provide clerical backup and support to the Manager and the administrative team when necessary.
• Contribute to ongoing system and process improvements in a dynamic, technology-driven environment.
• Perform other related duties as required.