Administrative Assistant **CLOSING DATE EXTENDED**
BC Corrections
Saanichton, BC, CA
3d ago

Job Summary

This posting is only open to current members of the Clerk 9 / Clerk Stenographer 9 Inventory. If you are not a member of this inventory, please refer to the Applicant Inventories page for information about applying to be an inventory member.

Administrative Assistant

Clerk Stenographer 09R

2 positions available.

An eligibility list may be established.

This position may be located in Victoria or Saanichton office.

This position will provide services to both Victoria and Saanichton offices and may be required to work out of both offices periodically.

Bring your administrative experience and superior organizational skills to this rewarding position

Emergency Management British Columbia (EMBC) is the lead coordinating agency in the provincial government for all emergency management activities.

As such, EMBC’s mission is to be responsible to British Columbians for leading the management of provincial level emergencies and disasters and supporting other authorities within their areas of jurisdiction.

EMBC works directly with local governments, First Nations, provincial ministries and agencies, federal departments, other jurisdictions, industry and volunteers in hazard mitigation, preparedness, response and recovery.

In the role of Administrative Assistant, you are the first point of contact and provide a variety of office administrative, secretarial and financial support services for the organization and coordinate the day to day priorities of the EMCB Leadership Executive Director(s), including liaising with ministry executive offices.

  • These administrative services include activities such as : typing, formatting, and proofreading a variety of documents and materials such as memos, presentation materials, graphs, flow charts, tables, reports, briefing notes, correspondence, spreadsheets, and Cabinet Submissions from drafts or hand-written notes using desktop tools such as Word, Excel, PowerPoint and Outlook;
  • receiving, sorting, prioritizing, tracking and distributing incoming correspondence; records management; responding to routine verbal and written inquiries from the public, government staff and external agencies;
  • and managing the calendar of the Executive Director(s) including making travel arrangements, arranging meetings and appointments and compiling files, correspondence, and resource material in preparation for meetings and appointments.

    The ideal candidate exhibits exceptional organizational skills and has the ability to build and maintain productive relationships with a variety of individuals and stakeholders both internal and external to the organization.

    We are looking for an enthusiastic, flexible, customer service oriented individual with the ability and the initiative to prioritize and manage a wide range of tasks in a busy work environment.

    If you are an experienced administrative professional seeking a rewarding career, we look forward to your application.

    Victoria : The capital of British Columbia, Victoria is a beautiful city, with beautiful beaches and harbours, and a variety of provincial parks to explore.

    Located on Vancouver Island, Victoria offers a bustling downtown scene and has a wide range of restaurants and entertainment venues.

    The BC Public Service is committed to creating a diverse workplace to represent the population we serve and to better meet the needs of our citizens.

    Consider joining our team and being part of an innovative, inclusive and rewarding workplace.

    For complete details about this opportunity, including accountabilities, please refer to the attached job profile. For specific position related enquiries, please contact Emma.

    Sharp gov.bc.ca. DO NOT SEND YOUR APPLICATION TO THIS EMAIL ADDRESS. For more information about how to complete your job application, add / edit your resume and for more useful tips when applying for jobs, please refer to theYour Job Application page on the MyHR website.

    If you are still experiencing technical difficulty applying for a competition, please send an e-mail to BCPSA.Hiring.Centre gov.

    bc.ca, before the stated closing time, and we will respond as soon as possible to assist you.

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

    Job Requirements :

    In order to be considered for this position, your application must clearly demonstrate how you meet the education and experience as outlined below :

  • Secondary school graduation or equivalent. Preference may be given for post-secondary training / education (certificate or diploma) related to business or office administration.
  • A minimum of 1-year experience providing administrative and financial support services in an office environment. (Preference may be given for 2 or more years ).
  • Experience managing electronic calendars including scheduling meetings and appointments for others. (Preference may be given for experience with MS Outlook calendaring).
  • Experience arranging offsite meetings / workshops / engagement sessions and logistics including booking travel for staff, executive level management and external participants such as First Nations community members.
  • Experience typing, formatting, and proofreading a variety of documents and materials using desktop tools such as Word, Excel and the Internet.
  • Experience responding to routine verbal and written inquiries from the public, internal / government staff and other agencies.
  • Preference may be given for :

  • Experience processing invoices, purchase and / or credit card and / or, petty cash reconciliation while ensuring accuracy and completeness of documentation.
  • Experience with eApprovals.
  • Experience with ARCS / ORCs.
  • Experience with CLIFF.
  • Experience with iExpense.
  • WILLINGNESS STATEMENTS :

    Emergency Management British Columbia (EMBC) is the lead coordinating agency in the provincial government for all emergency management activities.

    As such, EMBC’s mission is to be responsible to British Columbians for leading the management of provincial level emergencies and disasters and supporting other authorities within their areas of jurisdiction.

    Candidates must be willing and able to :

  • Work on-call and extended hours during emergency activations, including operational deployments across the province.
  • Travel to locations throughout the province.
  • Applicants selected to move forward in the hiring process may be assessed on the Knowledge, Skills, Abilities and Competencies as outlined in the attached Job Profile located in the Additional Information section at the bottom of the posting.

    A Criminal Record Check (CRC) will be required.

    APPLICATION REQUIREMENTS :

    Cover Letter - NO - Please do not submit a cover letter as it will not be reviewed.

    Resume YES - A resume is required as part of your application; however, it may not be used for initial shortlisting purposes.

    Questionnaire : YES - (COMPREHENSIVE) - As part of the application process, you will be prompted to complete a comprehensive online questionnaire to demonstrate how you meet the job requirements.

    Please allot approximately 60 minutes to complete the questionnaire.

    IMPORTANT : Comprehensive questionnaire responses will be used to shortlist applicants against the job requirements. Please ensure you include all relevant information about your educational accomplishments and employment history including job titles, start and end dates (month and year) of your employment, and your accountabilities and accomplishments.

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