JOB PROFILE
POSITION# 00115351
TITLE: PROGRAM ASSISTANT (SUPERVISORY)
CLASSIFICATION: CLERK 11
MINISTRY: FORESTS, LANDS AND NATURAL RESOURCE OPERATIONS
WORK UNIT: ARCHAEOLOGY BRANCH
SUPERVISOR: DIRECTOR, ARCHAEOLOGY BRANCH
SUPERVISOR’S POSITION #: 00047298
PROGAM
The Ministry of Forests, Lands and Natural Resource Operations (FLNRO) delivers holistic resource management services
for British Columbians. Within the ministry, the Integrated Resource Operations Division (IROD) has a dynamic role in
that the branches within the division regularly connect with every part of the broader natural resource sector and
includes both economic development and environmental stewardship aspects. The Archaeology Branch under IROD
works with First Nations, archaeologists, industry, commercial developers, private property owners and other
government agencies to ensure that impacts to protected archaeological sites are avoided or managed. The branch
administers a permitting process to authorize archaeological studies and, when necessary, alteration of protected sites.
The branch is also responsible for maintenance of a database of the 44,000 known, protected archaeological sites within
the Provincial Heritage Registry and the distribution of this information to assist in site protection and conservation.
JOB OVERVIEW
To provide a variety of office administrative, secretarial and financial support services for the branch and coordinate the
day to day priorities of the director, including providing liaison with ministry executive offices.
ACCOUNTABILITIES
Required:

Supervises administrative support staff including assignment of work, development of performance plans and
approval of leave.

Assesses the office administration budget in order to provide cost data input into budget decisions such as
budget changes, reallocations or preparation of the next year’s budget; and/ or exercises expense authority for
office supplies, repairs and furniture (e.g., up to $300 per transaction).

Provides financial support such as monitoring expenditures, coding and processing business expense forms and
invoices, reconciling purchase card expenditures, and administering the petty cash account; checks accuracy and
completeness of financial documentation.

Types, formats and proofreads a variety of documents and materials such as memos, presentation materials,
graphs, flow charts, tables, reports, briefing notes, correspondence, spreadsheets, and Cabinet Submissions
from drafts or hand-written notes using desktop tools such as Word, Excel, PowerPoint and Outlook.

Receives sorts, prioritizes, logs, tracks and distributes incoming correspondence and briefing notes; maintains a
bring-forward system and ensures issues are tracked and addressed.

Responds to routine verbal and written inquiries from the public, government staff and other agencies.

Maintains the manager’s calendar and makes travel arrangements, updates, arranges meetings appointments
and compiles files, correspondence, and resource material in preparation for meetings and appointments.

Sets up and maintains the ARCS/ORCS records management system for the branch ensuring the proper storage,
retrieval and disposal of the branch’s records.

Schedules meetings, makes necessary arrangements (e.g., meeting dates and locations, required equipment,
and catering), prepares agendas with pertinent background information, tracks action items, and takes and
distributes minutes.
Career Group:
Administrative Services
Job Family:
Secretarial
Job Stream:
Administrative
Role:
Admin/Operational
Revised Date:
December 2012

Updates and maintains administrative policy and procedures manuals.

Acts as the branch contact for facilities and equipment issues (e.g., furniture, photocopiers, office moves) and
ensures problems are resolved.

Assists branch staff with Time on Line entries and contacts service centre to resolve issues.

Orders and maintains a stock of office supplies for the branch.
JOB REQUIREMENTS

Secondary school graduation or equivalent. Preference may be given for post-secondary education in a related
field (such as office, business or public administration).

Experience leading others. Preference may be given for supervisory experience that includes all aspects of
performance management.

Experience working in an office setting.

Experience and ability to keyboard with speed and accuracy at approximately 40 to 50 words per minute.

Successful completion of security screening requirements of the BC Public Service, which may include a criminal
records check, and/or Criminal Records Review Act (CRRA) check, and/or enhanced security screening checks as
required by the ministry (Note: It is important that you read the job posting carefully to understand the
specific security screening requirements pertaining to the position).
BEHAVIOURAL COMPETENCIES

Concern for Order reflects an underlying drive to reduce uncertainty in the surrounding environment. It is
expressed as monitoring and checking work or information, insisting on clarity of roles and functions, etc.

Holding People Accountable involves setting high standards of performance and holding team members, other
government jurisdictions, outside contractors, industry agencies, etc., accountable for results and actions.

Planning, Organizing and Coordinating involves proactively planning, establishing priorities and allocating
resources. It is expressed by developing and implementing increasingly complex plans. It also involves
monitoring and adjusting work to accomplish goals and deliver to the organization's mandate.
The above competencies complement the required accountabilities for this position. For more information
about behavioural interviews, competency definitions, and to watch interview videos, please visit:
Competencies in the BC Public Service
Career Group:
Administrative Services
Job Family:
Secretarial
Job Stream:
Administrative
Role:
Admin/Operational
Revised Date:
December 2012