The Village of Belcarra is seeking applications for the position of a full time Administrative Services Assistant.  Reporting to the Chief Administrative Officer (CAO), the incumbent will provide clerical and secretarial services to the CAO, the Superintendent of Public Works and Council.  The incumbent will perform a variety of clerical and public contact services and coordinate front office operations.  Considerable independent judgement and action are exercised within defined limits, while the more complex and unusual matters are referred to a supervisor.

The Place

The Village of Belcarra is located on the scenic Indian Arm fjord within Metro Vancouver, a short 10 minute drive from Port Moody where there are numerous commercial and transit services including West Coast Express and soon to be completed Evergreen SkyTrain extension — a 45 minute drive from downtown Vancouver. The Village has 700 residents and is entirely residential with its municipal office, community hall and public works yard as the centrepiece of municipal government and gathering place for Village residents.

The Position

Under the direction of the CAO, the Administrative Services Assistant is responsible for, but not limited to, the following duties:

providing administrative support to the Council; coordinates meeting arrangements and prepares agendas as directed; records proceedings and prepares and distributes approved minutes; drafts and types routine by-laws, notices and agreements for senior staff approval.
processing a variety of enquiries, applications and complaints from the public on building, zoning, bylaws, and permits and license matters; performs cashiering duties.
providing administrative support, arranges meetings and appointments for senior staff; prepares and drafts correspondence for a supervisor’s review and signature; researches, summarizes, and prepares a variety of information, correspondence, reports and records, plus a variety of miscellaneous office support tasks.
coordinating the operations of the front office; reviews, assists in developing office procedures and methods to improve efficiency; develops and maintains procedures manuals, and keeps current with changes to policies and procedures; maintains and controls departmental records and files.
preparing informational articles and posters related to municipal initiatives; assists with coordinating public events for implementation including requisition of supplies, materials and equipment; arranges space for approved events.

Required Knowledge, Abilities and Skills

Thorough knowledge of administrative support practices and of the rules, regulations, policies and procedures governing the clerical work performed.
Ability to provide administrative support to a senior staff, and to bodies such as Council.
Ability to take and transcribe the minutes of meetings with a high degree of speed and accuracy.
Thorough knowledge of business English, spelling, arithmetic and punctuation.
Ability to coordinate front office operations, and to develop new and improved office methods and processes.
Ability to prepare, maintain and control departmental records, files, documents, correspondence and related data.
Ability to establish and maintain effective working relationships with staff, external contacts, and the general public.
Working knowledge of the terminology and processes related to building, zoning, bylaw, and permit and license matters would be an asset.
Ability to work under moderate supervision.
Skill in the operation of common office equipment, including a computer terminal and related software.
Working knowledge of the terminology and processes related to building, zoning, bylaw, and permit and license matters would be an asset.

The ideal candidate will have:

At least three years’ experience in a municipal government office or equivalent experience
Completion of the 12th school grade, including or supplemented by office administration courses, plus considerable related experience, or an equivalent combination of training and experience.

A competitive salary will be offered related to experience and qualifications, plus a competitive benefits package. If your qualifications, prior experience and skills make you a good fit for this role, we’d like to hear from you. Short-listed candidates will be required to submit three references.