• Job Description

  Req#: 3694

  Job Description

  Competition #23/211

  Internal Posting (Open to City of Victoria employees only)

  Closing date: October 04, 2023

  Bylaw Administrator (Continuous)

  Bylaw Services Department

  POSITION FUNCTION

  Respond to enquiries from the public and perform clerical and office administration functions for the Bylaw and Licencing Services Department.

  KEY DUTIES

  • 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.

  INDEPENDENCE

  • Work is performed according to established procedures or assigned by supervisor and is reviewed upon completion.
  • Problems involving deviations from established procedures are referred to supervisor.

  WORKING CONDITIONS

  Physical Effort:

  Sit with arms unsupported while keyboarding. (often)

  Prolonged standing at counter. (often)

  Mental Effort:

  Deal with negative and verbally abusive comments and complaints. (frequent)

  Visual/Auditory Effort:

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

  Work Environment:

  Office.

  KEY SKILLS AND ABILITIES

  Organize and prioritize work.

  Understand and apply techniques of office administration related to bylaw environment.

  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.

  QUALIFICATIONS

  Formal Education, Training and Occupational Certification:

  High school graduation.

  Accredited courses in Office Administration. (6 months)

  Experience:

  3 years of related experience or an equivalent combination of education and experience.

  OTHER:

  May be requested to substitute in a more senior position.

  Work schedule: Monday to Friday (35 hour work week)

  $36.55 per hour, Pay Grade 9 (under review)

  Job Code #4264

  This is a CUPE Local 50 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 recruiting a diverse workforce that represents the community we serve. Indigenous applicants, people of colour, all genders, LGBT2Q+ and persons with disabilities are encouraged to apply. Accommodations will be provided upon request during the selection process.

  If you require assistance, please email us at careers@victoria.ca.

• About the company

  Proudly representing BC as the Capital City, the City of Victoria is a community of choice for its temperate climate, natural beauty, recreational sites & economic opportunities.

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