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Administrative Assistant_Job Description_Community Development_2014 Municipality of the District of Chester Position Description Position Title: Administrative Assistant – Community Development Salary Band: Administrative Assistants Reports to: Administrative Coordinator – Community Development Status: Regular Full Time Classification: Administrative Location: Municipality of the District of Chester Hours: Normally 8:30 a.m. to 4:30 p.m. Updated: November 2014 _______________________________________________________________________________________________________________ SCOPE The Administrative Assistant performs various duties and functions as required for the Community Development Department. The Administrative Assistant works under the supervision of the Administrative Coordinator – Community Development. QUALIFICATIONS  Diploma in Office Administration or equivalent.  Three years as an Office Administrator in a similar business environment.  Considerable knowledge of computer operations, including internet Browsers and Electronic Mail, word processing.  A certificate or equivalent in usage of applicable computer software, including working knowledge of Microsoft Office, Internet browsers, and E-mail.  Good working knowledge of Business English and Spelling, including excellent proof reading skills, as it relates to grammar, spelling, punctuation, business letter and report writing techniques  Superior organizational, multi-tasking, and time management skills.  Experience with records management.  Excellent organizational, public relation and time management skills  Ability to interact well with the general public.  Familiarity with general office practices and procedures.  Experience in recording and preparing meeting minutes.  Ability to work unsupervised.  Willing to work evenings or travel for meetings/training when required.  Familiarity with the municipal government legislation, would be an asset.  National Advanced Certificate in Local Authority Administration (NACLAA) would be an asset. SUMMARY OF FUNCTION Principle Duties and Responsibilities: GROUP 1 – PUBLIC RELATIONS 1.Communicate and interact with the general public, providing information and assistance in person, by telephone, and electronically. 2.Act as first point of contact for general public, including performing duties of receptionist. 3.Provide courteous and positive public relations with internal and external customers. 4.Work with Building and Development Assistant to provide information for the Municipal Website. 5.Assist in the preparation and distribution of notices/ads for meetings and distribution of agendas and information packages for committee meetings. GROUP 2- INFORMATION PROCESSING AND RECORDS MANAGEMENT 1.Screen correspondence, respond to requests for information, and draft written responses to general enquires. 2.File all correspondence and maintain all filing systems including library. 3.Attend meetings and record, transcribe, and distribute minutes when required. 4.Research and prepare reports and documents, including spreadsheets, or word processing. 5.Proofread all outgoing correspondence to ensure optimum accuracy. 6.Monitor and file relevant advertising from newspapers. 7.Maintain general contact information on departments and organizations as required. GROUP 3 – ADMINISTRATIVE 1.Provide secretarial and clerical support to the Community Development Department, including drafting and formatting correspondence, photocopying, faxing, and data entry. 2.Perform all necessary mailing and shipping functions including sorting and distributing deliveries, and courier control. 3.Assist in the development of written procedures/office manual for all duties and responsibilities related to administration within the department. 4.Maintain daily journal of staff appointments and absences. GROUP 4 – APPLICATION PROCESSING 1.Assist applicants in completing development permits, building permits, subdivision applications, and other permits as required. 2.Issue and manage receipts and deposits and deposits as necessary. 3.Process orders for civic number plates and road signs, contact customers for pickup and maintain financial records. GROUP 5 – EQUIPMENT MANAGEMENT Coordinate the maintenance of all office equipment in an effective and efficient way to 1. facilitate work flow and optimize the value of the equipment. GROUP 6 – TEAM WORK 1.Work co-operatively with other Community Development Department staff and Municipal staff to ensure the delivery of quality services to customers. 2.Act as a backup replacement for other Community Development Administrative Staff 3.Represent Community Development Department on internal committees as required. 4.Support Emergency Operations Centre during emergencies. GENERAL KNOWLEDGE AND SKILLS  Excellent typing and computer skills for word processing.  Ability to recognize the need for assistance and to ask for or offer help.  Ability to manage computer systems, paper filing systems.  Ability to communicate clearly and pleasantly with clients and the general public.  Excellent organizational skills and ability to multi-task.  Ability to work independently and under pressure to meet deadlines. CONTACTS 1.General Public 2.Members of Municipal Council and Staff 3.Provincial and Federal Government Departments 4.Director of Community Development