Support Services Associate - Public Works

The Corporation of The City of Victoria•Victoria, BC

10d•Hybrid

About The Position

The City of Victoria is hiring a Support Services Associate who will help keep our Public Works operations running smoothly and efficiently. In this fast‑paced, highly collaborative role, you’ll be the central hub that supports many different Public Works sections, crews, and internal staff. Day to day, our team responds to and dispatches service requests from the public, orders site materials and equipment rentals for crews, and handles core administrative work such as payroll/time entry and Accounts Payable. We also help keep internal meetings and committees organized, coordinate operational training for all Public Works staff, and provide support to numerous city services, all while staying composed and organized as priorities shift and questions come in from the public, staff, and other departments. If you’re a team-oriented multitasker with strong administrative and accounting experience, great communication skills, and a commitment to customer service, we encourage you to apply. This is a great opportunity to join a supportive team that plays a vital role in delivering services that keep our city running every day.

Requirements

High school graduation.
Accredited courses in business administration or public administration. (6 months)
Current and valid Class 5 B.C. Driver's licence.
Training or experience with Accounting practices an asset.
2 years of related experience or an equivalent combination of education, training and experience.
Organize and prioritize work, including equipment and resource requests.
Type 50 wpm; advanced level operation of current City of Victoria software and programs such as Tempest, JD Edwards, and Microsoft Office (Word, Excel, Outlook, Teams, SharePoint) and other relevant programs.
Ability to organize and manage multiple workflows, effectively prioritize work, and maintain accurate records.
Sound knowledge of office practices.
Maintain effective working relationships with external and internal partners.
Deal effectively with the public and outside agencies.
Communicate effectively verbally and in writing.

Nice To Haves

May be requested to substitute in a more senior position.

Responsibilities

Provide administrative, accounting, payroll and dispatch functions for the various sections within the Public Works Department.
Perform dispatch functions and liaise with crews as necessary, coordinate with internal and external stakeholders.
Provides coordination of training and administration of the Learning Management System or similar software.
Work collaboratively and proactively to support all Public Works Sections.
Provide dispatch functions to staff within Public Works.
Support staff engaged in Operations and Capital works through coordinating and ordering equipment, materials, and compiling related documentation such as plans or drawings, to ensure effective scheduling for jobsites and maintain related records.
Collaborate with staff in other sections to compile and exchange records and data.
Create Service Requests, prioritize and dispatch crews as necessary.
Perform accounting functions such as accounts payables and accounts receivables in accordance with City Purchasing practices.
Reconcile City purchase card statements to receipts submitted by Public Works staff while maintaining accuracy and adhering to deadlines.
Provide payroll related duties; Collect, verify, and reconcile data from Public Works’ hourly employees’ daily timesheets; Ensure accuracy is maintained, find discrepancies and report to Supervisor.
Process time entry accurately in City web application.
Maintain manual and computerized records such as time sheets and leave forms.
Provides coordination, training and administration of the Learning Management System or similar software to track and ensure all required job and safety certifications are maintained and up to date.
Perform administrative functions such as photocopying and filing; sort and distribute mail and deliveries; order and maintain office supplies and other general equipment as required.
Interpret, enter and maintain a variety of records in databases and spreadsheets.
Draft and type a variety of confidential letters, memos and forms.
Attend meetings and record or transcribe minutes.
Respond to enquiries from the public and other departments, review for sensitivity and route to appropriate department(s).
Communicate with the public in a tactful manner and dispatch service requests as required.
Perform related duties where required or qualified.