RDCO Job Description - regionaldistrict.com

1 RDCO Job Description Position Title: Engineering services Administrative Assistant ( environmental services ) Division: Engineering services Reports To: Manager of environmental services Date: June 13, 2018 Job Purpose/Summary: The Engineering services Administrative Assistant ( environmental services ) is responsible for providing day-to-day clerical functions and administrative support to assist with the completion of activities and projects. Principal Accountabilities: 1. Provide customer service through: Front counter enquiries Telephone enquiries Email enquiries Email messages to ensure that customer enquiries are directed and addressed in a timely manner Monthly purchase card entries & reconciliation 2. Support community awareness of department programs by creating program advertisement from existing templates as outlined by the program supervisor and distribute throughout the community.

2 Advertisements including: Posters Flyers Signage Brochures newspaper advertisements 3. Provide administrative support including: Preparation and formatting of reports as required Provide GIS mail merge services in support of department programs Records management record keeping services , including tracking contracts and performance bonds, maintenance of the computer/manual filing systems Code invoices Department vacation and banked time request tracking Sort and distribute mail 4. Provide administrative support relating to Fire services , including: Set up meetings. Take minutes for meetings, creating agendas, meeting packages and power point presentations Issue burn permits in accordance with RDCO bylaws Coordinate and enter data into FDM system (incident reports, burn permits, weekly training records, staff information & changes) Assist Manager of environmental services with records management, program systems and creating user friendly electronic forms for same.

3 Scan documents for FDM software. 5. Support other divisions within the Engineering services Department. 6. Other related duties as assigned. Knowledge, Skills & Experience: Educational Background Required: Certificate or Diploma in Office Administration Valid BC Driver s Licence Experience Required: Minimum one year in a related field Demonstrated working knowledge of computer software (Corel Draw, Adobe Illustrator). MS Office Minimum keyboarding 50 WPM Knowledge of GIS, Vadim, Routeware preferred Meeting Minutes Creating and maintaining databases Strong organizational and time management and skills Knowledge of bylaws and other government legislation and procedures. Strong verbal and written communication skills Working Conditions: Physical Effort: Occasional lifting and carrying of office supplies, Intermittent keyboarding for up to 50% of the workday.

4 Physical Environment: Office Environment Mental Stress: Meeting deadlines with regular interruptions in workflow, dealing with the public, multitask and meet deadlines. Sensory Attention: Periods of concentration required for detailed clerical duties while dealing with interruptions. Assessment of public for potential problem situations.