Communications and Engagement Assistant

Competition Number: 24/234

Posting Scope: Internal / External

Posted Date: October 22, 2024

Closing Date: November 12, 2024, 4:30 PM PST

Department: Communications and Engagement

Posting Type: Maternity/Parental Leave Replacement – up to 18 months

Work schedule: Monday to Friday ( 35 hour work week)

Salary: $ 39.52 per hour, Pay Grade 10

Job Code: 4355

Employee Group: This is a CUPE Local 50 position

Number of Vacancies: 1

Work from Home

The successful candidate for this posting may be eligible for participation in a hybrid, work from home arrangement in alignment with the City’s Work from Home Policy. Such arrangements are determined with each employee and subject to change based on operational needs and policy direction.

POSITION FUNCTION

Reporting to the Director, Communications and Engagement, the Communications and Engagement Assistant plays a key role in supporting the Communications and Engagement Department by providing high-level administrative support, fostering meaningful stakeholder relationships, and coordinating digital media management efforts.

KEY DUTIES

Administrative Support

• Manage and monitor the Director, Communications and Engagement’s schedule by overseeing the daily calendar, prioritizing functions and appointments, and efficiently scheduling meetings to ensure timelines are adhered to.
• Develop, assess, and coordinate administrative systems and processes, including administrative procedures, policies, and priorities, such as staff scheduling, records management, and approvals processes .
• Manage and prioritize inquiries by screening and responding to telephone calls, emails, and other forms of communication.
• Action responses for requests, complaints from community, and inquiries from City staff, ensuring timely resolution and appropriate redirection when necessary.
• Manage departmental information and records management systems and databases, records, and technical administration, as required.
• Provide administrative assistance to Department Managers, including scheduling and managing weekly priorities, and preparing a variety of confidential correspondence.
• Attend meetings with the Director, Communications and Engagement as required to create minutes and agendas, and assist with the preparation and distribution of reports, presentations, and correspondence from the Department Director’s office.
• Create staffing requisitions for department, provide training to new employees, and implement suggestions to resolve administrative issues with auxiliary and temporary clerk staff, as required.
• Coordinate, assign, review, and participate in the work of temporary/auxiliary staff involved in the administrative support for the Communications and Engagement department.
• Monitor, maintain, and provide budget updates, including departmental reporting for hours worked, holidays, sick leave, overtime, and senior pay, ensuring accuracy of employee entitlements.
• Make routine purchases for engagement events, services provided by outside agencies, and acquire office supplies and equipment, as directed.
• Complete expense claim forms, maintain administrative filing system, monitor training schedules for staff, and approve and code invoices as authorized.
• Reconcile monthly purchase card statements for the Director, Communications and Engagement, the Manager, Communications and Engagement, and various departmental staff members.
• Provide comprehensive support for updating operational plans and quarterly reporting and assist in compiling and tracking service metrics for departments and programs.
• Contribute to the success of engagement initiatives by providing support in managing event logistics, including venue bookings, event coordination, and project coordination.
  
  

Digital Media Management And Communications Support

• Coordinate the compilation of monthly media calendar content, including drafting memos and documents from briefing notes.
• Monitor and update production schedules for various City communications and engagement materials, including print publications, newsletters, posters, utility bill inserts, signage, and advertising.
• Manage and update media and stakeholder databases, serving as the final point of contact for copy editing before distributing media releases, media advisories, and public service announcements.
• Update specific sections of the City website and oversee website requests from various City departments.
• Complete media monitoring daily, for information distribution to Council and staff, and post content to the City’s social media channels as needed.
• Conduct research as needed.
  
  

Perform related duties where qualified.

INDEPENDENCE

• Work is generated by operational demand or direction by the Director.
• Work is reviewed upon completion.
• Issues regarding policy and procedure changes, sensitive matters, and major expenditures are discussed with the Director.
  
  

WORKING CONDITIONS

Physical Effort

• Sit with arms unsupported while keyboarding. (often)
  
  

Mental Effort

• Meet multiple deadlines. (often)
• Deal with complaints or negative comments. (occasional)
  
  

Visual/Auditory Effort

• Focus on a variety of source data and computer monitor for short periods. (often)
  
  

Work Environment

• Normal.
  
  

Key Skills And Abilities

• Ability to organize and prioritize work efficiently in a high-pressure environment, while maintaining a high level of attention to detail.
• Ability to demonstrate strong time management skills, including the ability to meet tight and changing timelines.
• Ability to apply techniques of office administration and quality customer service.
• Ability to demonstrate sound judgment and decision-making skills.
• Advanced knowledge of, and experience with, word processing, spreadsheet, database software and related specialty software including web content management.
• Ability to maintain accurate record keeping systems.
• Ability to maintain a working knowledge of new and innovative technologies to improve department operations.
• Demonstrated experience in creating and editing a variety of correspondence and reports.
• Ability to establish and maintain effective working relationships and to work effectively, professionally, and timely with all staff, public and outside agencies.
  
  

Qualifications

Formal Education, Training and Occupational Certification:

• High school graduation.
• Accredited courses in communications, office administration or project coordination. (1 year)
  
  

Experience

• 3 years of related experience, or an equivalent combination of education and experience.
• Experience with stakeholder management systems is considered an asset.
  
  

Other

May be requested to substitute in a more senior position.

To apply for this opportunity, you will need to create an online profile or log back into our career portal at www.victoria.ca/jobs - only online submissions will be considered. All applications must be submitted online by 4:30 pm on the closing date noted on the posting. Please be prepared to provide proof of qualifications as outlined in your resume.

The City of Victoria is committed to integrating equity, diversity, inclusion, and accessibility into our programs, policies, spaces, and services. Our goal is to cultivate a diverse and inclusive workforce that reflects the community we serve and aim to become. Individuals who are Indigenous, racialized, immigrants, persons with disabilities, 2SLGBTQIA+, or facing any additional barriers are encouraged to apply. Accommodations will be available upon request throughout the application and selection process.

If you require assistance, please email us at [email protected] .