Departmental Associate 1

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

Overview

The City of Richmond is looking for auxiliary staff to work in Museum and Heritage Services to support the administration of the heritage sites. Reporting to the Visitor Services Associate, the Departmental Associate 1 position is responsible for providing a variety of administrative support functions for the department.

Examples of key responsibilities include, but are not limited to:

• Provide frontline assistance and excellent customer service to internal and external customers including problem solving, taking payments, answering visitor questions, take calls from public using multi-line phone system etc.

• Manage schedules, including scheduling meetings/conference calls, arranging logistical setup for meetings/conferences, coordinating attendance at conferences, and booking travel arrangements.

• Provide administrative support including preparing meeting materials, developing and emailing agendas, taking meeting minutes, preparing documentation, editing and proofreading general correspondence, and distributing correspondence and site information, and supporting program registration and site bookings.

• Provide support to broader administrative team, including creating and distributing schedules for front line staff and supporting the provisioning of new staff.

• Administrate financial processes including submitting payments and invoices, reviewing cash out reports, making deposits, submitting purchase orders, reconciling purchase cards, payment vouchers, and work orders.

• Order and maintain site supplies.

• Perform other duties or projects as required.

Knowledge, Skills & Abilities:

• Strong attention to detail, aptitude for proofreading, suggesting alternatives, and making modifications.

• Knowledge of departmental functions, procedures, rules and regulations relative to the work performed.

• Demonstrated excellence in customer service and the ability to multi-task in a busy team environment.

• Proven ability to deal with sensitive materials with a high degree of tact and discretion.

• Excellent verbal and written communication skills, incl. spelling, grammatical and proof reading ability.

• Ability to perform administrative duties with speed and accuracy without immediate and constant supervision.

• Ability to organize, prioritize and complete required work within specific timelines.

• Ability to retain composure and work accurately under pressure.

• Ability to work effectively individually and as part of a team.

• Ability to establish and maintain effective working relationships with a variety of internal and external customers.

• Ability to use REDMS or a similar records management system.

• Demonstrated experience in asset management and Microsoft Office, including Word, Excel, and Outlook.

• Ability to learn and use PeopleSoft, Xplor Recreation and/or other software programs required of this job.

• Ability to cope and adapt well to change.

• Ability to successfully clear a Police Information Check.

Qualifications and Experience:

Completion of Grade 12 supplemented by course work in business, office support or related field. Advanced level course work in MS Office Suite is desirable. A minimum of one (1) year of experience in related office experience is required, preferably in municipal government environment. Knowledge and experience in PeopleSoft is preferred. Experience working at a cultural attraction or in a similar environment is preferred.

Working Conditions:

Duties are performed in an office environment.

Additional Information: