Competition #21/209
Internal/External Posting
Closing date: January 4, 2022
Engagement Assistant (Temporary – up to 18 months)
Engagement Department
POSITION FUNCTION
Provide administrative functions and assistance for the Head of Engagement and the Engagement Department, its communications and engagement projects and programs.
KEY DUTIES
Coordinate the Head of Engagement’s schedule to prioritize functions and appointments; monitor daily calendar, organizes and schedules meetings to ensure the deadlines are met; may include coordinating travel. Screens and prioritizes telephone calls and e-mails; manages information requests. Attends meetings with Director as required. Assists with the preparation and distribution of reports, presentations, and correspondence from the Department Head’s office.
Provides support for engagement initiatives by coordinating the booking of venues and assisting with the organizing of events and the coordination of projects; coordinates and provides support for operational plan updates and quarterly reporting; assists with compiling and tracking department and program service metrics.
Coordinates the compilation of newsletters, blogs, and monthly media calendar content; tracks and updates production schedules for City communications and engagement materials, including such things as print publications, newsletters, posters, utility bill inserts, signage and advertising. Conducts research as needed.
Maintains media and stakeholder databases, distributes media releases. Updates sections of the city website; monitors and responds to emails and inquiries from the public and City staff; drafts memos and documents from briefing notes. Completes media monitoring daily for distribution to Council and staff. Maintains files and records management systems for the department.
Tracks and provides budget updates; performs payroll exception reporting for staff; coordinates staff travel arrangements; compiles staff meeting agendas and tracks action items; schedules meetings; orders office supplies.
Perform related duties where qualified.
INDEPENDENCE
Work is generated by requests for service or is assigned by supervisor or designated staff.
Work is reviewed upon completion.
Issues which deviate from established procedures are referred to supervisor.
WORKING CONDITIONS
Physical Effort:
- Sit with arms unsupported while keyboarding. (often)
Mental Effort:
- Meet multiple deadlines. (occasional)
- Deal with complaints or negative comments. (rare)
Visual/Auditory Effort:
- Focus on a variety of source data and computer monitor for short periods. (often)
Work Environment:
- Office.
KEY SKILLS AND ABILITIES
- Organize and prioritize work.
- Strong time management skills, including the ability to meet tight and changing deadlines.
- Understand and apply techniques of office administration and quality customer service.
- Sound judgment and decision making skills.
- Type 60 wpm, working level operation of current City word processing, spreadsheet, database, and related specialty software including web content management project.
- Operate a variety of office equipment.
- Maintain accurate records.
- Establish and maintain effective working relationships.
- Communicate effectively verbally and in writing.
- Deal effectively with the public and outside agencies.
QUALIFICATIONS
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 an asset.
OTHER:
- May be requested to substitute in a more senior position.
Work schedule: Monday - Friday, 7:30am – 3:30pm, 35 hour work week
$33.79 per hour, Pay Grade 9
Job Code #4355
This is a CUPE Local 50 Position
To apply for this opportunity you will need to create an online profile or log back in to our career portal at www.victoria.ca/jobs - only online submission will be considered. All applications must be submitted online by 4:30 pm on the closing date noted on the posting. Please be prepared to provide proof of qualifications and supporting materials as outlined in your resume.
COVID-19 Vaccination Requirement
All City of Victoria employees are required to be fully vaccinated against COVID-19 by January 5, 2022. Candidates who cannot be fully vaccinated based on a protected legal ground as defined in the BC Human Rights Code may request an accommodation of the requirement to be fully vaccinated. Applicants will be asked to provide proof of vaccination or request an accommodation during the recruitment process.
City of Victoria is an equal opportunity employer committed to establishing an inclusive, equitable, and accessible environment for all. All qualified applicants will receive consideration for employment without regard to race, national origin, age, sex, religion, disability, sexual orientation, gender identity or expression, marital status or any other basis protected by applicable law.
We are committed to ensuring that reasonable accommodations are made available to persons with disabilities during the recruitment cycle and will provide reasonable accommodations upon request. If you require assistance or an accommodation due to a disability, please email us at recruitment@victoria.ca