Administrative Assistant, Office Assistant R7 by ao111

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									                                                                         POSITION DESCRIPTION
                                                                  Ministry of Small Business and Revenue

POSITION TITLE:                                                                       POSITION
                                       Administrative Assistant                       NUMBER(S):            00081902
DIVISION:
(e.g., Division, Region, Department)   Revenue Programs Division
UNIT:                                                                                 LOCATION:
(e.g., Branch, Area, District)         Consumer Taxation Audit Branch                                       Surrey, BC
SUPERVISOR’S TITLE:                                                                   POSITION
                                       Direct, Audit                                  NUMBER                181005
SUPERVISOR’S CLASSIFICATION:                                                          PHONE NUMBER:
                                       ML 7                                                                 604 586-2781
FOR AGENCY USE ONLY                                                                   NOC CODE:

APPROVED CLASSIFICATION:                                                              CLASS CODE:

ENTERED BY:                                                                           PHONE NUMBER:



          PROGRAM (OPTIONAL)

The Consumer Taxation Audit Branch provides an effective, efficient, and equitable tax administration and
collection program, under the following 4 taxation statutes: Social Service Tax Act, Hotel Room Tax Act,
Tobacco Tax Act, and the Motor Fuel Tax Act. The Consumer Taxation Audit Branch consists of large and
diverse regional operation of 14 locations responsible for the delivery of a full range of branch service
programs across the province. A variety of support programs are centered in headquarters to coordinate
both broad and specialized service delivery. The branch is made up of approximately 300 FTE’s in
14 regional locations.



PURPOSE OF POSITION


To provide secretarial and administrative support services to the Director of Audit, Director of Special Investigations, and
Audit Managers.



NATURE OF WORK AND POSITION LINKS




SPECIFIC ACCOUNTABILITIES / DELIVERABLES


80% - Provides administrative and secretarial support to the Directors and Managers.
•    Edits and proofreads Ministerial Briefing Notes and other confidential correspondence for the Director,
     Audit, Director of Special Investigations, and Audit Managers.
•    Communicating with senior level government or outside business contacts for arranging meetings,
     conferences, and other business appointments.


Administrative Assistant Job Description                                                                         Page 1 of 5
•   Proofreads Director’s outgoing correspondence and prepares final version for signature. Prepares copies
    and distributes.
•   Proofreads and finalizes audit letters for director’s electronic signature. Incumbent will use their own
    judgement and discretion to ensure tax information is correct, accurate, and can be understood by the
    average person. Communicating with Audit Managers on discrepancies as required (shared with
    Vancouver clerical).
•   Handles mail distribution and receipt for up to 66 audit staff and 12 Special Investigation staff.
•   Arranges and maintains the director’s business itinerary and schedules executive meetings.
•   Makes travel arrangements for director and audit Managers.
•   Maintains a log of all work assignments given out by the director to the management staff by showing the
    assignment number, issue, date assigned, to whom, and date returned. Updates for assignments issued
    and completed on a daily basis and maintains log on network drive.


20% - Other related duties, as required.
•   Handles office supply procurement and maintenance for Surrey office staff.
•   Handles Surrey office petty cash fund for routine supplies.
•   Maintains the Ruling and Request Log for rulings requested from Administrative Policy and Legislation
    Branch and the receipt of the ruling (shared with Vancouver clerical).
•   Assists with Vancouver clerical duties when required to meet urgent workflow needs.
•   Provides administrative support to Special Investigation staff as needed.
•   Site contact for Surrey/regional staff.




FINANCIAL RESPONSIBILITY


•   Handle Surrey office petty cash fund for routine supplies.


SPECIAL REQUIREMENTS




TOOLS / EQUIPMENT




Administrative Assistant Job Description                                                                 Page 2 of 5
WORKING CONDITIONS




WORK EXAMPLES




COMMENTS




PREPARED BY
NAME:                                      DATE:




EXCLUDED MANAGER AUTHORIZATION

I confirm that:
    1. the accountabilities / deliverables were assigned to this position effective: (Date).
    2. the information in this position description reflects the actual work performed.
    3. a copy has / will be provided to the incumbent(s).

NAME:                                      SIGNATURE:                                 DATE:




Administrative Assistant Job Description                                                       Page 3 of 5
ORGANIZATION CHART




                                                      Satish Perhar                        Administrative Assistant
                                                      Director, Audit                      Clerk Stenographer R9
                                                           ML7
                                                       (Excluded)




                      Audit Manager                                         Regional                 Regional
                           ML5                                            Manager, North          Manager, South
                        (Excluded)                                            ML5                      ML5
                       (3 positions)                                       (Excluded)               (Excluded)



     Team Leader,        Team Leader,      Team Leader,          Team Leader,       Senior Auditor,       Team Leader,
        Audit               Audit             Audit              Prince George        Kamloops             Cranbrook
      FO TA N30           FO TA N30         FO TA N30             FO TA N30          FO TA N27             FO TA N30




     Senior Auditor      Senior Auditor    Senior Auditor        Senior Auditor         Auditor,              Senior
       FO TA N27           FO TA N27         FO TA N27            FO TA N27            Kamloops               Auditor
      (3 positions)       (3 positions)     (3 positions)        Prince George         FO TA R24            FO TA N27
                                                                  (1 position)        (2 positions)         Cranbrook
                                                                     Terrace                               (2 positions)
                                                                  (1 position)                               Kelowna
                                                                                                           (2 positions)
         Auditor             Auditor          Auditor                               Senior Auditor,          Penticton
       FO TA R24           FO TA R24        FO TA R24                               Dawson Creek            (1 position)
      (3 positions)       (3 positions)    (3 positions)             Auditor         FO TA N27
                                                                   FO TA R24
                                                                 Prince George
                                                                  (2 positions)                               Auditor
                                                                     Terrace                                FO TA R24
                                                                                         Auditor
                                                                   (1 position)                             Cranbrook
                                                                                      FO TA R24
                                                                 Williams Lake                             (3 positions)
                                                                                    Dawson Creek
                                                                   (1 position)                              Penticton
                                                                                        (vacant)
                                                                                     Fort St. John          (1 position)
                                                                                      (1 position)            Nelson
                                                                                                           (2 positions)
                                                                     Auditor                                  Vernon
                                                                  FO TA R24                                 (1 position)
                                                                 Prince George       Oil and Gas
                                                                  (1 position)        Inspector
                                                                                     Fort St. John
                                                                                       FO R21




Administrative Assistant Job Description                                                                        Page 4 of 5
SELECTION CRITERIA




COMPETENCIES




Administrative Assistant Job Description   Page 5 of 5

								
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