Business Adminstration Officer

CK Recruitment are currently working with our client, a local government based in Leichardt Sydney. 

Brief:

• Support the Manager to achieve the Strategic Community & Operation Plan deliverables
• Undertake regulatory support work for the Environmental Health & Building Regulation and Building Certification or the Parking and Rangers service units to enable the efficient running of the service units
• Undertake all work in a manner that is consistent with legislation and in the public interest

1. High level computer literacy and knowledge – All Microsoft Software, including but not limited to Microsoft Word (all word processing functions), Excel Spreadsheets, with the ability to update custom registers, data bases and Corporate Systems.
2. A demonstrated ability to draft letters, reports, promotional materials, and other documents that are logical, concise, grammatically correct and in plain English.  The ability to manage and execute large mail merges.
3. Demonstrated knowledge, skills and experience in order to provide high level administrative support to service units undertaking regulatory investigations and audits
4. High level communication, mediation and negotiation skills
5. Ability to provide a high level of customer service
6. Ability to work within a busy office environment with competing interests
7. Ability to meet strict deadlines
8. Ability to undertake tasks associated with invoicing, debt collection, overpayments, purchase requisitions, audits for funds incorrectly allocated and system updates for amended fees and charges for the service unit
9. Ability to undertake tasks associated with State Debt Recovery Office (SDRO) and Court Attendance Notices
10. High level records management knowledge and skills
11. Demonstrated behavior consistent with Council’s Values of Flexibility, Integrity, Respect & the Spirit of Team

Knowledge and understanding with a commitment to implement EEO, Ethical Practice & WH&S principles.

1. Experience working for Local Government.
2. Understanding of the complexity of Local Government, in particular the social, political and legal frameworks within which it operates
3. Understanding of, or experience with the Australian Business Excellence framework or similar

General

• Ensure that Council provides best practice Regulatory Support services including:
  • To provide support to technical staff
  • Update system templates and forms
  • Update registers and databases the service units are responsible for
  • Undertaking invoicing, debt collection, overpayments, purchase requisitions, audits for funds incorrectly allocated and system updates for amended fees and charges for the service units
  • Process SDRO inquiries for fines issued by the service unit
  • Process incoming Court Attendance Notices
  • Undertaking mail out processes for the service units (e.g. NPO’s, Orders, Fines, Letters, Reminders, General Correspondence etc.) ensuring ‘service’ requirements are met and that all documents have been scanned and saved in Council’s Electronic Records Management System
  • Ensure all investigation files and approvals issued are saved in Council’s Electronic Records Management System
  • Answer telephone inquiries relating to the service unit and seek out information to respond accurately as appropriate
  • Assist in process for booking of inspections
  • If working in the Healthand Building Servicearea update corporate systems with relevantdetail for all Certificates issued (Fire Safety, Construction, Occupation, Complying Development etc.) for both Council and Private Certifiers
  • If working in the Rangers & Parking service unit undertake DRIVES search functions and data entry into the Companion Animal Register
  • Collect files and other documents from Records Department and other officers for staff when requested
  • Assist other regulatory support officers when requested (to evenly distribute the workload)
  • Provide assistance to the Manager for general administrative tasks
  • Enter customer requests into Council’s Customer Request Management System
  • Manage processes associated with timesheets, overtime forms etc. for authorised by relevant Council delegate and submission to Payroll
  • Undertake ASIC Company and Title Searches for teams
  • Process Notices and Orders Certificates under the Environmental Planning & Assessment Act 1979 and the Local Government Act 1993
  • When directed update / develop procedures for specific tasks performed including the implementation of the new computer system
  • Maintain stock and equipment levels including processing uniform orders, stationary etc.
  • Maintain Equipment and Uniform Registers
  • Organise servicing of equipment for the service units
  • Take minutes of meetings as directed by Manager

                                Other duties as directed by the Team Leader