Assistant Jobs

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Job Summary

A Constituency Assistant (CA) is an employee responsible for the administration of the Constituency Office of a Member of the Legislative Assembly (MLA). Responsible for a diverse set of administrative responsibilities and challenges while maintaining excellent customer service. Manages and responds to constituent casework on a strictly confidential basis, including outreach and correspondence. Provides administrative, research and constituency support for the MLA.

In addition to working with constituents, the CA works with other Constituency staff and is responsible to liaise between the Constituency Office and the Legislative Office in Victoria and other MLA offices in the area. The CA will also communicate and coordinate with all levels of government (Federal, Provincial, Municipal, Regional etc.), community groups and interest groups.

Job Duties

The CA is responsible for maintaining the Constituency Office and offering support to the MLA, constituents as well as immediate and extended staff. Under the general supervision of the MLA, duties may include:

1. Assistance and Advocacy for Constituents

· Manage and respond to constituent casework including outreach and correspondence;

· Develop and maintain a working relationship with Ministry Offices and administrative bodies in order to provide constituents with information and assistance in resolving questions and problems;

· Use knowledge of community resources to refer constituents for further assistance;

· Progress casework to aid constituents in resolving issues arising from access to government programs and services;

· Perform other behind-the-scenes work necessary to enable the MLA to represent the constituents of the MLA’s riding.

2. Community Outreach and Liaison

· Monitor local government and community activities to keep the Member informed on local issues;

· Advise and assist the MLA in enhancing his/her role and presence in the constituency;

· Attend functions to assist the MLA and may be required to represent the MLA at public and community functions when the MLA is unable to attend.

3. Information and Public Relations

· Provide constituents and community bodies with information and clarification of legislation, regulations and government policies and programs;

· Facilitate their MLA’s access to local press through monitoring and advising the MLA about local issues;

· Prepare advertising householders and mailings by the MLA;

· Monitor and arrange media coverage;

· Research and write press releases, speeches, newsletters and mail-outs;

· Respond to enquiries from constituents, other politicians, the media and advocacy groups;

· Liaising with all levels of government.

4. Administration and Organizational Tasks

· Responsible for the management of the Constituency Office under the general supervision of the MLA;

· Ensure the Constituency Office is accessible to constituents through regular and consistent hours of operation, answering phone calls, e-mails and other correspondence;

· Perform administrative tasks such as updating databases, budgeting, bookkeeping, electronic and paper records management (filing), ordering office supplies and responding to correspondence;

· May have responsibility for volunteer recruitment and training as well as project organization;

· May be requested by the MLA to participate in supervision and evaluation of students working in practicum programs based in the Constituency Office;

· Manage the MLA’s schedule, travel arrangements and meetings;

· Administer and log incoming phone calls, emails, faxes and walk-in traffic at the Constituency Office;

· Conduct annual WorkSafeBC reporting and reconciliation;

· Prepare monthly financial reporting for Financial Services of the Legislative Assembly;

· Submit bi-weekly pay information to Payroll Services of the Legislative Assembly.

5. Other duties as assigned by the MLA

Selection Criteria

Education and Work Experience

· Post-Secondary education in a related field preferred;

· 1-3 years of related experience;

· Willingness to work flexible hours, including occasional evenings and weekends.

Skills and Abilities

· Demonstrated ability to develop and maintain effective information and advocacy strategies and to exercise diplomacy and good judgment is an integral part of this position;

· Ability to administer the various aspects of a community office, well established organizational skills, ability to work under pressure and to meet deadlines.

· Good knowledge of the structure and policies of the caucus and a fundamental knowledge of the role of the three levels of government;

· Comprehensive knowledge of community resources to which constituents can be referred for further assistance;

· Extensive knowledge of local riding and riding priorities;

· Strong organizational skills, ability to work under pressure and to meet deadlines;

· Excellent interpersonal and communication skills and ability to work independently and with flexibility;

· Media relations skills and the ability to use social media are assets;

· Knowledge of a cross section of provincial issues/concerns/values;

· Strong computer skills including Internet, Windows, and MS Office;

· Desktop publishing, graphic design and layout skills are an asset;

· Ability to use standard office equipment;

· Ability to make quick decisions;

· Able to work cooperatively as a team player including communicating effectively and working collaboratively with others;

· Service oriented with strong customer service skills and friendly demeanour, able to focus on anticipating, meeting or exceeding the needs of the MLA and/or constituent in a timely and appropriate manner;

· Diligent and reliable;

· Takes action to achieve challenging goals, sets high standards and is focused on desired outcomes;