DEPARTMENTAL ASSOCIATE 3 (HOUSING OFFICE)

The City of Richmond is committed to be the most appealing, livable, well-managed community in Canada, a vision 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, then please apply.

KNOWLEDGE, SKILLS & ABILITIES:

• Strong attention to detail with an aptitude for proofreading, suggesting alternatives and making modifications.
• Strong attention to detail with an aptitude for proofreading, suggesting alternatives and proven ability to deal with sensitive materials with a high degree of tact and discretion.
• Excellent verbal and written communication skills, including spelling, grammatical and proof reading ability.
• Ability to perform administrative duties with deliberate speed and accuracy without immediate and constant supervision.
• Ability to make discretionary decisions and exercise independent judgement when helping both internal and external parties.
• Advanced skill level in Microsoft Office programs including Outlook, Word, Excel and PowerPoint.
• Experience using Adobe Acrobat including merging documents, creating bookmarks, etc.
• Proven ability to multi-task in a high pressure environment.
• Proven time management and organizational skills.
• Proven accuracy and attention to detail.
• Ability to perform timekeeping accurately.
• Ability to use records classification and management systems, such as REDMS.
• Experience with PeopleSoft is an asset.
• Ability to cope and adapt well to change.
• Ability to successfully pass a Police Information Check (PIC).

QUALIFICATIONS AND EXPERIENCE:

• Successful completion of Grade 12 or equivalent, supplemented by up to one (1) year of coursework related to the job, such as Microsoft Office Suite, word processing, or general business.
• A minimum of two (2) years of related work experience in a professional office environment is required.
• Experience in PeopleSoft or other ERP systems is considered an asset.
• Experience working in a municipal government environment is considered an asset.

• Provides administrative support including preparing meeting and workshop materials, minute taking, documentation creation and preparation including formatting, printing, photocopying and binding, editing, and proofreading documents and correspondence. Word process and edit complex reports, correspondence, charts, spreadsheets, presentations and data. Creates e-requisitions in PeopleSoft as requested. Performs research as directed by the Director.
• Composes letters, memos, emails and other correspondence to a wide variety of internal and external parties.
• Manages schedules, including arranging meetings/conference calls and logistical setup for these meetings, including providing assistance to set-up and run audio/visual equipment, arrange catering, etc.
• Supports the Director and Manager(s) to carryout research and/or business cases to support departmental activities including procuring external housing information and/or services, assessing organizational procedures to support the team based on best practices, or similar.
• Communicates with internal and external clients to secure, present or discuss business matters related to the team’s activities, including researching case studies
• Recommend, implement, and oversee tracking and monitoring systems to support the team to efficiently deliver affordable housing programs
• Maintains effective relationships with other City departments and liaises with internal staff to address administrative matters impacting the department.
• Liaises with external partners to ensure all training records, certifications, membership fees, course details and trainers are up to date.
• Performs gap analysis to determine testing, recertification, safety and other training required by staff to maintain required proficiency, certifications and compliance.
• Researches and develops draft schedules for training and working with Human Resources training staff to obtain approval and instructors for required training.
• Provides notice of training to staff, documentation and management of the training database. Recommend, implement, and oversee tracking and monitoring systems to support the team to efficiently deliver affordable housing programs and develop document management policies and procedures consistent with other related departments.
• Organizes and manages convenient access to departmental documents including reports, memos, agreements, contracts and similar, taking responsibility for a consistent approach to document management overall. Retrieves and shares documents for the team and proof-read Council reports and memos
• Maintains contact database, send various mailings to contacts and maintain electronic and hard copy records management.
• Provides feedback and information regarding process improvement and provide guidance and training to other staff on process improvements that have been implemented.
• Provides a high level of customer service by responding to departmental inquires and requests in a timely manner.
• Investigate potential grants, capital funding, and other opportunities
• Assist in compiling the departmental budget and maintain operating budget, checking for accuracy, ensuring the operating budget is on track, creating purchase orders and processing and tracking purchase requisitions.
• Performs other duties as required.