Bylaw Administrator

The Corporation of The City of Victoria•Victoria, BC

3d•Hybrid

About The Position

The Bylaw Administrator is responsible for responding to public inquiries regarding bylaw and business license information, overseeing the administrative aspects of the Short-Term Rental business license application process, and providing administrative support to Bylaw Officers, Coordinators, and the Management team. This role involves inputting and managing bylaw ticket information, handling administrative tasks related to disputes and adjudication proceedings, and recording information on bylaw infractions. The administrator will also develop and update procedural documents, provide guidance to other City staff, and refer complaints to appropriate areas. Additionally, the role requires operating office equipment, managing filing systems, and performing various administrative tasks such as payroll time entry, coordinating calendars, and reconciling purchase cards.

Requirements

High school graduation.
Accredited courses in Office Administration. (6 months)
3 years of related experience or an equivalent combination of education and experience.
Type 50 wpm, working level operation of current City word processing, spreadsheet, and related specialty software.
Use standard office equipment.
Maintain accurate records.
Establish and maintain effective working relationships.
Deal effectively with the public and outside agencies.
Required to obtain criminal record clearance.

Nice To Haves

May be requested to substitute in a more senior position.

Responsibilities

Respond to public requests, complaints, and inquiries regarding general Bylaw and business licence information.
Oversee the administrative aspects of the Short-Term Rental business licence application process from initiation to completion, coordinate inspections, create calls for service, and provide general administrative support to Bylaw Officers, Coordinators and Management team.
Input Bylaw ticket information into system software, ensuring ticket information is accurate and complete. File ticket appropriately and notify Bylaw Officers in cases of dispute.
Perform administrative responsibilities associated with disputes, such as updating internal system with schedule information, dispatching documents, coordinating internal adjudication proceedings, and receiving and distributing pre-trial court hearings.
Record information on bylaw infractions and direct information to appropriate Bylaw Officer, assist in the compilation of information for inspection files in preparation for assignment by the Supervisor.
Develop and update procedural documents for the department relating to call assignment, radio communication, daily reporting, inspections, impounds, ticketing, scheduling, training, equipment management, and general office management.
Provide guidance and problem-solving support to other City staff related to internal procedures. Work with departments to collaborate on procedure development and process.
Refer complaints not handled by the City Bylaw Section to appropriate areas.
Operate a variety of office equipment including scanner, POS system, credit/debit card machine, fax machine, printer, and photocopier. Sort and distribute mail, maintain filing systems and records related to impounds data.
Perform a variety of administrative tasks such as: payroll time entry, recording of staff vacation, sick and overtime records, preparation of reports, letters, memos, and the coordination of calendars. Conduct ICBC search requests, schedule appointments, reconcile purchase cards, prepare purchase order requisitions, update division forms, post on departmental website, order and maintain office supplies and record meeting minutes.
Perform related duties where qualified.