Secretary - Planning

Perform a variety of secretarial and clerical functions for the Planning Department and designated committees.

Receive and process a variety of permit applications; review against checklist, assist applicants to ensure application package is complete; calculate, receive and enter daily payments into computer cash control system and process deposits and refunds, balance and prepare bank deposits; enter application data and track application status in computer GIS software; meets deadlines to notify adjacent property owners of applications.

Produce draft agendas and support committees by collecting information and assembling documentation; distribute finalized copies; take, transcribe and distribute action item minutes for complex committees; follow up on minute items as requested; prepare documents for posting on City website.

Type a variety of letters, memos, reports and forms from typed or hand written copy; compose and send routine letters; draft correspondence regarding committee recommendations; prepare approved permits to property owners; prepare documents for registration at Land Titles Office; provide statistical data on Land Use applications and maintain statistical records and various filing systems. Research and retrieve archived information to support complex heritage applications.

Respond to enquiries from applicants, committee members, external agencies, staff and the public by providing information and assistance on permit application processes; respond to department’s main telephone inquiry line; take messages or forward calls; schedule appointments and meetings; book facilities and arrange catering; arrange travel and accommodation for staff.

Operate a variety of office equipment such as fax and photocopier; arrange for equipment servicing; order and stock office supplies; sort and distribute mail.

Perform related duties where qualified.

Work is generated by permit applications or assigned by designated staff and supervisor.

Work is reviewed upon completion.

Problems such as deviations from established procedures are referred to supervisor.

Sit with arms unsupported while keyboarding. (frequent)

Lift and move plan rolls, models and sample boards. (occasional)

Climb ladders to retrieve files. (rare)

Long periods of intense concentration while taking and transcribing minutes at meetings. (often)

Ability to multi-task in a high-pressure environment while maintaining a high level of attention to detail (frequent)

Meet multiple deadlines. (often)

Focus on a variety of source data and computer for short periods. (frequent)

Office.

Exposure to dust from archival plans. (rare)

Organize and prioritize work.

Understand and apply administrative and regulatory functions related to processing and issuance of Land Use Applications.

Type 60 wpm; working level operation of current City word processing, spreadsheet and related specialty software.

Use standard office equipment.

Take and transcribe action item minutes.

Interpret related policies, regulations and bylaws.

Maintain accurate records.

Establish and maintain effective working relationships.

Deal effectively with the public and outside agencies.

High school graduation.

Accredited courses in Office Administration (6 months).

3 years of related experience including minute taking and agenda preparation.

or an equivalent combination of education and experience.

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 in to our career portal at www.victoria.ca/jobs - only online submission 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 and supporting materials as outlined in your resume.

At the City of Victoria, we are 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 careers@victoria.ca