Administrative Assistant
Clerk R9

Competition: #51460

If you are an experienced Administrative Assistant with strong customer service and teamwork skills, in-depth knowledge of Microsoft desktop applications and office equipment, then we may have an offer for you.

Your work supports the Islands Trust Area – a scenic archipelago of 13 major islands and more than 450 smaller islands. Our islands are characterized by vital communities, a rich cultural history and habitat for an exceptional variety of species, some found nowhere else in Canada. Outstanding scenery and recreational resources include panoramic viewpoints, sheltered bays with warm sand and pebble beaches and protected marine waterways and anchorages that contribute to the Trust Area’s beauty and appeal.

As the Administrative Assistant for our Victoria office, you would be part of the Administrative Services Team. This dynamic team is comprised of Financial, Human Resources, Information Services and Mapping (GIS) professionals.

About the Job

Reporting to the Employee Services Coordinator, the position provides administrative support to staff and Trustees and front line services for the general public. Some of the duties include:

• Supports the Employee Services Coordinator with administrative tasks related to Human Resources matters, including hiring and orientation.
• Functions as the organization’s safety and wellness program coordinator, including scheduling and recording minutes of monthly Occupational Health & Safety Committee meetings, ensuring inspections and safety equipment are kept up to date and current, organizing flu clinics, and ensuring staff awareness of office safety/evacuation and violence protection programs.
• Supports the Director of Administrative Services to organize regular organizational staff meetings, including preparing agendas, arranging for transportation, arranging venues, equipment and catering.
• Coordinates and manages various staff programs including the Rewards and Recognition Program, long-term service awards, PECSF fund-raising events, annual staff surveys and the annual performance management review process.
• Supports managers with various hiring activities including preparation of documents and tools (eg. Screening spreadsheet), and assembling materials and/or information packages.
• Receives all Training Request Forms for staff and Trustees. Reviews requests for completeness and accuracy. Arranges registration and travel as necessary. Records training information into tracking systems.
• Determines the need for, recommends purchase of, and coordinates the installation of furniture and equipment. Maintains furniture and equipment inventory by arranging for disposal, maintenance and cleaning as required.
• Ensures an adequate office supplies inventory is maintained by monitoring inventory, requisitioning items as necessary and processing corresponding paperwork. Exercises expense authority for such expenditures.
• Ensures the provision of reception and telephone services to the public, including responding to general inquiries from the public via telephone or email, including coordination with other administrative staff in Islands Trust to ensure coverage.
• Utilizes the Color‐bar coding system to support records management and documentation for the organization including the storage, retrieval and destruction of records, following organizational policies and procedures.
• Coordinates and manages activities related to the provision of office services at all Islands Trust locations, including liaising with landlords, building services personnel, and Regional Planning Managers regarding building maintenance services and arranging building repair, maintenance and minor tenant improvement projects as needed.
• Assisting with office security including locking storage areas and office doors, assisting staff with security issues and maintaining and monitoring building codes and keys for the office.
• Ensures that incoming mail is processed and prepares outgoing mail, arranges couriers as needed.
• Responsible for reconciling own credit card used for administrative purposes, on a monthly basis. Ensures purchases are made in accordance with policies and procedures.
• Develops and implements administrative office procedures.
• Provides secretarial/administrative support, including the preparation of documents such as reports, correspondence, spreadsheets, and briefing notes by using desktop tools such as Word, Excel, PowerPoint and eSCRIBE.
• Monitors e-mail feeds, social media and Google Alerts and forwards for action as necessary.
• Prepares, formats and compiles reports, handles correspondence, organizes materials for meetings, conferences and appointments.
• Formats and applies Islands Trust and Islands Trust Fund style and design principles to basic publications.

About You:

• You are an energetic, motivated and well-organized individual with a high level of attention to detail;
• You enjoy a collaborative, busy work environment;
• You have strong communication and customer service skills;
• You have the ability to establish and maintain positive working relationships;
• You have proven ability to manage a large volume of work;
• You have the ability to work well under pressure with a high degree of accuracy and quality.

Qualifications and Experience needed to be successful in this position:

Education/Experience

• Secondary school graduation or equivalent, and a combination of 2 years of clerical/administrative support experience in an office environment, education and/or training (e.g. Business college certificate, secretarial program or administrative support).
• Experience/proficiency with word processing, spreadsheets and Microsoft desktop applications including MS Word, PowerPoint, Excel and Outlook.
• Experience with the proper form of business letters and business English as well as general office practices and procedures.
• Experience managing deadlines and prioritizing multiple concurrent tasks.

Preference may be given for:

• Experience arranging meetings and travel.
• Experience with records management
• Experience with desktop publishing (e.g. Adobe InDesign) is an asset.

Knowledge/Skills/Abilities

• Excellent knowledge of general office systems and procedures.
• Knowledge of hiring best practices.
• Excellent knowledge of office equipment, including phone systems, photocopiers, printers, etc.
• Excellent written and verbal communications skills.
• Ability to maintain a professional approach to working relationships with staff and elected officials.
• Ability to establish priorities and organize workloads.
• Ability to use a high degree of tact and good judgement; be attentive to details.
• Ability to produce accurate records and reports.

Applicants selected to move forward may be assessed on the criteria in the job description including, the following competencies:

Planning, Organization, Coordinating

Information Seeking

Concern for Order

Service Orientation

Teamwork and Cooperation

Prior to submitting an application/resume and cover letter, please go to our website http://www.islandstrust.bc.ca to become familiar with the Islands Trust and to view a complete list of duties and qualifications. Only those applicants shortlisted will be contacted.

Applications may be considered for other current or future vacancies, including permanent, and/or temporary positions in this office. An eligibility list may be established. Flexible work options may be available.

To be considered for this position, your application must clearly demonstrate how you meet the education and experience requirements as outlined in the attached job profile.

Applicants selected to move forward in the hiring process may be assessed on the knowledge, skills, and abilities and competencies as outlined in the attached job profile.

How to apply:

Cover Letter Required: YES – Applicants are required to submit a cover letter demonstrating how your Qualifications and Experience meet the needs of the position.

Resume Required: YES – Please ensure your resume provides detailed information about your education and employment history as it relates to the required job qualifications.

A written test may be administered.

Applications will only be accepted through the BC Public Service Agency website.

For more information about how to create or update your profile and how to submit your application, please refer to the Your Job Application page on the MyHR website.

NOTE: Applications will be accepted until 11:00 pm Pacific Standard Time on the closing date of the competition.

For more information please contact Nicole Miller, Employee Services Coordinator by e-mail at [email protected]