Company:
Ministry of Forests, Lands, Natural Resource Operations and Rural Development
Details:
JOB REQUIREMENTS
• Secondary school graduation or equivalent. Preference may be given for a certificate (or higher) in a related field (such as office/business or public administration, etc.).
• Excellent communication skills, both written and verbal.
• Recent (within the last 5 years) experience providing front-line service in an office setting or high volume customer service environment.
• Experience working with computer systems and associated software programs such as MS Word, MS Excel and MS Outlook.
• Ability to obtain and provide clear, concise and complete oral and written information using recognized standards of business English at a level appropriate to the audience.
• Successful completion of security screening requirements of the BC Public Service, which may include a criminal records check, and/or Criminal Records Review Act (CRRA) check, and/or enhanced security screening checks as required by the ministry (Note: It is important
that you read the job posting carefully to understand the specific security screening requirements pertaining to the position).
Qualifications & Experience:
ACCOUNTABILITIES
• Provides in person, telephone, email correspondence to reply to both routine and complex enquiries and directs client to the relevant information and self-serve tools available and in accordance with FrontCounter BC and FLNR ministry procedures and performance
standards.
• Assists with completion of application forms and other documents in a variety of formats; processes assigned permits, reviews applications for completeness, determine need for referral(s), and identifies and resolves or refers conflicts and inconsistencies to senior staff.
• Types, formats and proofreads 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.
• Provides general clerical services and administrative support to staff, as and when required; prepares binders and presentation materials, reports and documents for distribution or mail-out.
• Makes entries into a variety of database systems to support authorizations, maintains multi-user records systems and completes file searches.
• Ensures that all payment devices and client computer aids comply with industry payment standards.
• Sets up and maintains the ARCS/ORCS records management system for the branch ensuring the proper storage, retrieval and disposal of the branch’s records.
• Ensures urgent matters are brought to the manager’s attention and uses discretion to re-direct and assign issues to other staff in the absence of the manager.
• Responds to routine verbal and written inquiries from the public, government staff and other agencies.
• Maintains the manager’s calendar and makes travel arrangements, updates, arranges meetings and appointments and compiles files, correspondence, and resource material in preparation for meetings and appointments.
• Schedules meetings, makes necessary arrangements (e.g., meeting dates and locations, required equipment, and catering), prepares agendas with pertinent background information, tracks action items, and takes and distributes minutes.
• Updates and maintains administrative policy and procedures manuals.
• Provides financial support such as monitoring expenditures, coding and processing business expense forms and invoices, reconciling purchase card expenditures, and administering the petty cash account; checks accuracy and completeness of financial documentation.
• Acts as the branch contact for facilities and equipment issues (e.g., furniture, photocopiers, office moves) and ensures problems are resolved.
• Orders and maintains a stock of office supplies for the branch.
• Assists branch staff with on-line leave management entries and contacts service centre to resolve issues.
See job profile attached for complete details.