Government and Administration Officer at City of Armadale in Armadale

Job Title: Government and Administration Officer

Qualifications/Training/Experience:

·         Administrative experience in local government or within the public sector generally.

·         Highly developed level of computer literacy particularly within a Microsoft based and electronic record keeping environment

·         Possession of a current “C” Class driver’s license

·         Ability to work within a dynamic and supportive team environment that continually strives to provide high quality administrative services

·         Well-developed planning, time management and organizational skills

·         Excellent attention to detail and high degree of accuracy

·         Ability to exercise initiative and good judgment when required and in particular, handle confidential and sensitive matters appropriately

·         General understanding of the structure and role of local government

Duties and roles:

·         Prepare legal services usage reports.

·         Administer the completion and return of Annual & Primary Returns including the maintenance of the associated registers.

·         Assist with the administration of all legal documents e.g. caveats, leases, MOU’s deeds etc.

·         Assist as required with the administration, distribution and return of the City’s Annual Compliance Audit Return.

·         In consultation with the Human Resources Manager prepare and distribute the Administration Christmas operational hour’s calendar each year.

·         In consultation with Senior Governance & Admin Officer prepare and distribute the Council meeting calendar each year.

·         Arrange the advertising of Council & Committee meetings and Administration Christmas operational hours

·         Purchase Councilor Fax machines and assists Councilors with installation, support and repair.

·         Maintain a Corporate Legal Advice Register.

·         Assist with the administration of the Policy Manual reviews and renewals.

·         Assist with the development and review of policy and management practice manual.

·         In collaboration with the Senior Governance & Administration Officer maintain common seal register and prepare monthly reports for the Information Bulletin.

·         Administer tender register, facilitate tender advertisement on internet, tender openings and liaise with Records department on the creation and effective administration of tender files.

·         Participate in tender evaluations.

·         Assist the Senior Governance & Admin Officer to monitor the contents of tender files in TRIM to ensure all details have been included

·         Assist with the administration of contracts including electronically recording of expiration dates, insurance requirements etc.

·         Assist with the preparation, issuing and signing of contracts for all awarded tenders to ensure all requisite conditions, policies etc. are incorporated and signed.

·         Assist the Manager Governance and Administration with the Administration of all Council elections as required.

·         Administer street stall permits within the Jull St Mall including the issue of permits, site inspections and liaison with operators.

·         Assist the Senior Governance & Admin Officer with the insurance portfolio including arranging renewals, updating insurance schedules and registers, advising staff of insurance requirements and process and the processing of all claims related to Public Liability.

·         Assistance with all matters relating to the maintenance and operation of the City’s office equipment and photocopiers and arrange service calls, maintenance and training.

·         In the absence of the Administrative Officer obtain quotes and purchase all corporate stationary, envelopes, plain paper, letterhead etc. and lunchroom supplies in line with corporate purchasing requirements. Includes name badges and business cards.

·         In the absence of the Administrative Officer monitor and purchase Councilors refreshments.

·         Continually review all City purchases within positions area of responsibility so as to ensure City receives best value for money and purchases are in accordance with purchasing and tendering guidelines

·         Maintain the Governance & Admin section procedures manual.

·         Assist the Administrative Officer with the administration of the City’s Corporate Uniform process

·         Provide support (including relief support) and assistance to other section staff as required during absences of the Administrative Officer and/or Senior Governance & Administration Officer.

·         Assist with the administration of the delegated authority register including annual reviews.

·         Maintain the City’s legal document registers.

·         Establish and maintain a corporate services resources library in conjunction with Records.

·         Comply with Occupational Health and Safety legislation and promote safe work practices.

·         Carry out duties in accordance with Equal Opportunity legislation and City’s Code of Conduct.

·         Assist with the motivation of staff in accordance with Council’s policies and people management guidelines to deliver effective outcomes.

How to apply;

Applications can be mailed to the:

Human Resources Manager

City of Armadale

Locked Bag 2

Armadale WA 6992

Deadline: 31/10/2013