Administrative Assistant – Economic Development

• Acts as the initial point of contact for the Economic Development division and Business Hub by responding to general inquiries, including those related to business licencing and other related business processes, from the public, internal departments, and external stakeholders.
• Provides administrative support, including responding to email and telephone inquiries, preparing correspondence, recording meeting minutes, creating documents and reports, and completing forms.
• Prepares and distributes meeting materials by compiling information, assembling documentation, and circulating agendas and supporting documents as required.
• Coordinate Business Hub information sessions and other Economic Development events and activities, including arranging room set-ups, audio-visual requirements, catering, and tracking participants.
• Coordinates facility bookings and scheduling requests by liaising with internal departments, external user groups, and facility tenants to facilitate bookings, update changes, and process cancellations.
• Assist with financial administrative processes, including preparing invoices purchase orders, journal vouchers, cheque requisitions; reconciles purchasing card statements, and tracks payments in accordance with established procedures.
• Process payroll-related administrative tasks, including time entry, and maintains associated records in accordance with established processes.
• Orders and maintains office supplies and coordinates routine office requirements, including arranging for equipment maintenance and service as required.
• Coordinates travel and accommodation arrangements as requested.
• Maintain and updates a variety of departmental files and records using applicable software systems.

• Work is assigned by supervisor and is performed according to established policy and procedure.
• Issues such as deviations from established procedures are referred to supervisor.

• Sit with arms unsupported while keyboarding. (often)

• Short periods of intense concentration while performing administrative functions. (often)
• Deal with complaints and negative comments. (occasional)
• Meet multiple deadlines. (often)

• Focus on a variety of source data and computer for short periods. (often)

• Office.

• Ability to organize, prioritize, and complete work within established timelines.
• Ability to perform a variety of tasks in a fast-paced environment while maintaining a accuracy and attention to detail.
• Ability to communicate effectively with the public, staff, and external stakeholders in a courteous and tactful manner.
• Advanced knowledge of, and experience with, word processing, spreadsheet and database software, and email and scheduler functions.
• Ability to maintain accurate records and perform basic financial administrative tasks, including cash handling and reconciliation.
• Ability to establish and maintain effective working relationships with staff, the public, and external agencies.

• High school graduation.
• Accredited courses in office administration. (6 months)

• 2 years of related experience or an equivalent combination of education and experience.
• Experience in licensing, permitting and other business regulatory policies and processes in a municipal or provincial context is considered an asset.

City of Victoria