ACCOUNTABILITIES
• Receives applications for resource authorizations (e.g., licences, permits and leases) and prepares the appropriate legal document for issuance including the applicable clauses to be included based on direction from authorizations staff.
• Provides advice and guidance to resource officers, licensees and clients on procedural aspects of tenure administration, finance deposits, fees and related annual rent billings. Understands appropriate legislation, policy and procedures, and explains requirements to the
public, applicants and staff; exercises judgement on arising issues.
• Verifies and confirms the legal identity and status including the financial standing of licensees/permittees prior to issuance, transfers, extensions, amendments, deletions, renewals and determination of resource documents.
• Provide quality assurance for documents by ensuring legal and document policy requirements are met.
• Responsible for the procedural administration of resource tenures including issuance, transfers, extensions, amendments, deletions, postponements, surrenders, closures, replacements, renewals and determinations including using tracking systems, data integrity and
system updates.
• Calculates and processes authorization payments, fees, bids, securities, and other monetary instruments pertaining to resource tenures in an accurate and timely manner. Records and maintains detailed documentation of money received in tracking systems and databases
(e.g., FTA).
• Prepares documents for the release of security deposits for resource tenure deletion. Upon direction from authorizations staff, prepares and generates the monthly and/or annual rental billings to holders of licenses, permits and/or leases. Produces and reviews monthly
reports to track and monitor billing activity; recommends action as required.
• Communicates with clients on matters pertaining to procedural aspects of tenure/authorization administration, in person, by telephone, or through correspondence.
• Work with Authorizations staff to establish and maintain work procedures and process.
• Provide advice to and resolves issues with Authorizations staff regarding tenure/authorizations administration procedures and correspondence.
• Enters data, ensures the accuracy and integrity of multiple databases (e.g., Client, FTA, and office specific databases) and assists in the development of improved systems. Conducts audits to determine database integrity of data by all persons within the office that may
have access to the systems and reports findings to the District Manager.
• Conducts data searches and queries, compiles data from databases and provides reports and information to staff and clients.
• May assist in administrative aspects of the consultation process (i.e., preparation and distribution of communication, database entry).
• Coordinates the Invitation to Tender, Request for Proposal or Request for Quote processes including advertising of contracts and awards; distributes tender documents and compiles bidding documents and information packages.
• Confirms that contracts and legal documents meet the applicable policy and legislation and makes recommendations for additions and changes to the content.
• Provides administrative support in all aspects related to the planning, implementing, awarding and evaluating of contracts.
• Maintains and updates contract records, status logs, and tracking systems throughout the contract life-cycle.
• Ensures expenditures are charged to the correct responsibility centre or project code and that appropriate approvals have been obtained for release of payment.
• Reconciles financial accruals; checks financial transactions and documentation for accuracy and compliance to financial policies.
• Provides advice and guidance to program or contract managers, proponents and contractors regarding contract administration procedures and contract disbursements.
• May conduct tender openings ensuring correct procedures are followed.
• Participates in projects.
• Provides general administrative support to the office as necessary, including records and FrontCounter BC coverage.
• May have responsibility for facilities and fixed assets, such as equipment and light vehicles, including ensures regular or scheduled maintenance is carried out.
• May provide front counter services, including providing information and guidance on completing applications.