Administrative Assistant - Planning (Open to current City of Victoria employees only)

Administrative Assistant - Planning
Competition Number:
26/87
Posting Scope:
Internal (Open to current City of Victoria employees only)
Posted Date:
April 21, 2026
Closing Date:
April 28, 2026, 4:30 PM PST
Department:
Planning and Development
Work schedule:
Monday to Friday ( 35 hour work week) - Maternity/Parental Leave Replacement – up to 18 months
Salary:
$40.13 per hour, Pay Grade 9 (under review)
Job Code:
4068
Employee Group:
This is a CUPE Local 50 position
Number of Vacancies:
1
WORK FROM HOME
The successful candidate for this posting may be eligible for participation in a hybrid, work from home arrangement in alignment with the City’s Work from Home Policy. Such arrangements are determined with each employee and subject to change based on operational needs and policy direction.
POSITION FUNCTION
Perform a variety of administrative functions for Development Services and Citywide Planning Divisions of the Planning and Development Department and Panels and Boards.
KEY DUTIES

• Oversees electronic records management for various development, heritage, and street files, including task coordination for review circulation, assist with maintaining a public-facing progress tracker, managing fee processing (refunds and deposit returns), and supporting file transitions and updates. As required, ensuring applicants complete the Ministry of Environment’s Site Disclosure Statement requirements, relaying any revision requests, and documenting the completion of requirements.
• Prepare and distribute Panel agendas and documentation; transcribe minutes; compile materials for posting on the City website; coordinate meeting facility setup for Panel meetings and various departmental meetings; and liaise with internal and external parties to organize reports and presentations for Panels. Prepare approved permits and send to applicants and property owners; prepare documents for registration at Land Titles Office; retrieve and purchase title searches, covenants and easement information; provide statistical data on Land Use applications and maintain statistical records and various filing systems. Research and retrieve archived information to support complex heritage applications.
• Conduct research and retrieve historical records, including reports, agreements, and meeting minutes, as needed to assist Managers and respond to inquiries. Collaborate with internal teams to access, manage, and maintain archival documentation.
• Respond to enquiries from applicants, committee members, external agencies, staff and the public by providing information and assistance on permit application processes; respond to department’s main telephone and email inquiry lines as well as in person at the front counter; take messages or determine where to forward calls; schedule appointments and meetings; book facilities and arrange catering; arrange travel and accommodation for staff.
• Operate various office equipment, including photocopiers; coordinate servicing as needed. Manage inventory and ordering of office supplies, including processing business card requests for departmental staff. Sort and distribute incoming mail efficiently. Reconcile Purchasing Card statements with accuracy and attention to detail in accordance with departmental budget allocations and financial coding procedures and policies.
• Assist with preparing notifications to the Minister for heritage applications in alignment with Local Government Act and Community Charter requirements and deadlines.
• Liaise with staff and other departments to ensure reports, bylaws, and legislative notices are prepared in time for required deadlines and assist with proofreading and formatting these documents to City standards, as directed by the file manager.
• Assist with year-end preparations, including compiling annual tracking lists and schedules, processing reimbursements and stipends for Panels, updating templates, reviewing files and databases for incomplete tasks, and conducting file clean-up.
• Administers the pre-application consultation process for rezoning applications, ensuring clear communication with applicants, CALUCs, and the public. Responsibilities include managing file intake and ensuring forms are complete, coordinating mailouts and compiling responses from the feedback form, maintaining records in compliance with City bylaws and privacy regulations, and referring deviations and issues to the file manager for resolution while ensuring a transparent and well-documented process.

Perform related duties where qualified.
INDEPENDENCE

• Work is generated by permit applications or assigned by designated staff and
• Work is performed independently once proficiency is demonstrated, with oversight provided as needed. The Supervisor reviews outputs when questions, concerns, or deviations arise, ensuring alignment with standards and expectations. Problems such as deviations from established procedures are referred to designated staff or supervisor.

WORKING CONDITIONS
Physical Effort

• Sit with arms unsupported while keyboarding. (frequent)
• Lift and move plan rolls, models and sample boards. (rare)
• Climb ladders to retrieve files. (rare)

Mental Effort

• Long periods of intense concentration while taking and transcribing minutes at meetings. (often)
• Ability to multi-task in a high-pressure environment while maintaining a high level of attention to detail (frequent)
• Meet multiple deadlines. (frequent)

Visual/Auditory Effort

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

Work Environment

• Office with frequent public attendance.
• Exposure to dust from archival plans. (rare)

Key Skills And Abilities

• Ability to multitask in a high-pressure environment while maintaining a high level of attention to detail.
• Organize and prioritize work.
• Ability to problem solve and troubleshoot minor technical issues under strict time limits.
• Understand and apply administrative and regulatory functions related to processing and issuance of Land Use Applications.
• Type 60 wpm; advanced knowledge of, and experience with, Microsoft Suite including Word and Excel, as well as email and scheduler functions.
• Use standard office equipment.
• Take and transcribe action item minutes.
• Interpret related policies, regulations and bylaws.
• Maintain accurate records.
• Ability to work effectively, professionally and timely with all staff, 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 including minute taking and agenda preparation and use of Microsoft Suite or an equivalent combination of education and experience.

Other

• May be requested to substitute in a more senior position.

To apply for this opportunity, you will need to create an online profile or log back into our career portal at www.victoria.ca/jobs - only online submissions 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 as outlined in your resume.
The City of Victoria is committed to integrating equity, diversity, inclusion, and accessibility into our programs, policies, spaces, and services. Our goal is to cultivate a diverse and inclusive workforce that reflects the community we serve and aim to become. Individuals who are Indigenous, racialized, immigrants, persons with disabilities, 2SLGBTQIA+, or facing any additional barriers are encouraged to apply. Accommodations will be available upon request throughout the application and selection process.
If you require assistance, please email us at careers@victoria.ca .