Secretary – planning

City of Victoria’s Sustainable Planning and Community Development department is inviting applications from suitable candidates for the position of Secretary. City of Victoria’s Sustainable Planning and Community Development department focuses on eco-conscious urban development. It provide strategic planning, eco-friendly infrastructure, and community engagement initiatives. Its market approach emphasizes sustainability, vibrant neighborhoods, and equitable access to resources, fostering a resilient and inclusive cityscape. The candidates selected for the vacancy will be required to start the work as soon as possible.

Job Description:

Employer Name: City of Victoria
Department: Sustainable Planning and Community Development
Position: Secretary – planning
No of Vacancies: 1
Salary: $37.65 hourly
Employment Type: Temporary
Location: 1 Centennial Sq, Victoria, BC V8W 1N9, Canada
Shift: 35 hour work week
Work schedule: Monday to Friday
Job ID: 4068
Competition Number: 24/121


Languages: Candidates must have knowledge of the English Language
Education: Candidates should have completion of High school graduation
Experience: Candidates should have 3 years of related experience including minute taking and agenda preparation

Physical Requirements:

  • The candidates should be able to sit with arms unsupported while keyboarding frequently
  • The candidates should occasionally lift and move plan rolls, models, and sample boards
  • The candidates should be capable of climbing ladders to retrieve files
  • The candidates should be prepared for long periods of intense concentration while taking and transcribing minutes at meetings
  • The candidates should have the ability to multi-task in a high-pressure environment while maintaining a high level of attention to detail frequently
  • The candidates should be capable of meeting multiple deadlines
  • The candidates should be able to focus on a variety of source data and computer for short periods frequently
  • The candidates should have work environment will primarily be in an office setting
  • The candidates should be rare to exposure to dust from archival plans

Other Requirements:

  • The candidates should be proficient in organizing and prioritizing work tasks and using standard office equipment
  • The candidates should have an understanding of administrative and regulatory functions related to processing and issuance of Land Use Applications
  • The candidates should be able to type at a speed of 60 words per minute and possess working level operation skills of current City word processing, spreadsheet and related specialty software
  • The candidates should have the ability to take and transcribe action item minutes accurately
  • The candidates should be capable of interpreting related policies, regulations and bylaws
  • The candidates should maintain accurate records
  • The candidates should establish and maintain effective working relationships
  • The candidates should demonstrate the ability to deal effectively with the public and outside agencies
  • The candidates should have formal education, training, and occupational certification, which may include accredited courses in Office Administration (6 months), or an equivalent combination of education and experience
  • The candidates should be requested to substitute in a more senior position


  • The candidates should be able to receive and process a variety of permit applications, reviewing them against a checklist, assisting applicants to ensure application packages are complete
  • The candidates should be able to calculate, receive, and enter daily payments into a computer cash control system, process deposits and refunds, and balance and prepare bank deposits
  • The candidates should be able to produce draft agendas and support committees by collecting information and assembling documentation, distributing finalized copies, and taking, transcribing, and distributing action item minutes for complex committees
  • The candidates should be able to follow up on minute items as requested and prepare documents for posting on the City website and enter application data and track application status in computer GIS software, meeting deadlines to notify adjacent property owners of applications
  • The candidates should be able to type a variety of letters, memos, reports, and forms from typed or handwritten copy, compose and send routine letters, and draft correspondence regarding committee recommendations
  • The candidates should be able to prepare approved permits to property owners, prepare documents for registration at the Land Titles Office, and provide statistical data on Land Use applications, maintaining statistical records and various filing systems and to research and retrieve archived information to support complex heritage applications
  • The candidates should be able to respond to inquiries from applicants, committee members, external agencies, staff, and the public by providing information and assistance on permit application processes
  • The candidates should be able to respond to the department’s main telephone inquiry line, take messages or forward calls, schedule appointments and meetings, book facilities, and arrange catering, as well as arrange travel and accommodation for staff
  • The candidates should be able to operate a variety of office equipment such as fax and photocopier, arrange for equipment servicing, order and stock office supplies, and sort and distribute mail

How to apply:

If the position is fit for you and the basic requirements are fulfilled then you can now apply directly to the employer (along with your resume and competition number) through the below-mentioned details.

Apply Online




We thank all the applicants for showing their interest and trust in us, however, only the most eligible candidates will be selected and conducted for further procedure directly from employers, in between no charges/fees or original documents will be asked from any applicant. All the best!

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