JOB PROFILE

Position #: 00066484

Title: Project Assistant Classification: Clerk 12

Ministry: Ministry of Finance Work Unit: Internal Audit and Advisory Services
Supervisor Title: Executive Director Supervisor Position #: 00091942

PROGRAM
Internal Audit and Advisory Services (IAAS or Branch) provides the provincial internal audit function for the
Government of British Columbia. IAAS is a professional team providing independent and objective assurance and
advice that supports effective financial management, governance, accountability, and performance management
practices. The Branch also provides observations and advice on overall program effectiveness and value for money.
IAAS supports the government in addressing its responsibility for effective financial management and strong
corporate governance in the Government of British Columbia.

JOB OVERVIEW
To provide administrative, financial and project management support services to branch management and staff.

ACCOUNTABILITIES
Project Management Support
 Provides project management and administrative support to the project team throughout the project
management life-cycle including assembling meeting materials and maintaining project records and
information.
 Sets up and maintains project monitoring and reporting tools, tracks and summarizes project data and
information, and provides regular reports to team members and management.
 Prepares, enters and analyzes project data to support management decisions and performance measures.
 Track project activities and monitors project parameters and reports out on project status, time, costs,
quality, milestones, projections, budget and resources.
 Identifies and develops solutions to correct tracking and reporting issues.
 Organizes regular meetings for the project team and partners, and provides summarized reports, identifies
and brings forward issues.
 Prepares and compiles audit reports and related documentation for approval to by various bodies.
 Processes incoming/outgoing audit documentation to ensure issues are tracked and addressed.
 Provides training on project administrative and software tools, templates, and procedures to other staff.
 Recommends project administration standards and practices.
 Works with ministry web team for the timely release of reports and maintain web information, ensuring
consistency with project direction.

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 Administrative Support
 Prepares, edits and formats a variety of documentation, including audit reports, correspondence, tables,
spreadsheets, presentations, and technical documents in accordance with ministry and IAAS document
standards. Proofreads documentation for spelling, punctuation, style, structure, grammar and accuracy.
 Makes travel arrangements and completes all related travel authorizations and expense reimbursements in
accordance with travel policies and procedures.
 Organizes meetings, teleconference and other technology-based meetings including taking interview notes
and minutes and preparing necessary meeting materials.
 Acts as branch contact and processes all Freedom of Information requests.
 Responds to or directs routine verbal and written enquiries and information requests from the public,
government staff and other agencies.
 Acts as the branch contact for safety, courier, facilities, equipment and asset issues (e.g., furniture,
photocopiers, staff/office moves), maintains asset monitoring system and ensures problems are resolved.
 Determines the need for, recommends purchase of, and coordinates i-store orders, the installation of
furniture, equipment and telecommunication products, including personal computers, software and
telephones.
 Manages branch records using government records management systems (TRIM, ARCS/ORCS). Ensures
audit records comply with auditing standards and government records management policies and
procedures.
 Updates and maintains administrative policy and procedures manuals.
 Assists branch staff with time and leave reporting and resolves issues.
 Provides financial support: purchasing, purchase card administration, preparing and processing financial
forms and travel claims. Applies delegated expense authority for administrative expenses.
 Provides HR and financial support.
 Provides backup and assistance to administrative team members and other divisions where required.
 Other duties as required.

JOB REQUIREMENTS
Education and Experience
 Secondary school graduation or equivalent.
 An equivalent combination of education and experience may be considered.
 Minimum of two (2) years of experience providing administrative and financial support services in an office
setting.
 Experience using standard computer technology, i.e. MS Office – Word (Advanced), Excel (Intermediate),
Outlook (Basic), collaboration tools (SharePoint, Teams, Skype) and data management and file management
systems.
 Experience preparing and/or proofreading a broad range of documentation including, reports, business
correspondence, technical reports, spreadsheets and presentations.
 Experience with government administrative policies and procedures and standard government systems.

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Preference may be given to applicants with:
 Some post-secondary education.

WILLINGNESS STATEMENTS
 This position may be required to work flexible hours and occasional longer hours to meet deadlines.
 Keep self-informed on trends and issues in the financial and administrative field through ongoing training
and education.

KNOWLEDGE, SKILLS & ABILITIES

 Knowledge of office practices and procedures, including project administration and financial processes.
 Knowledge of project management concepts and processes.
 Ability to edit, review, proofread and format quality reports in accordance with government standards.
 Strong attention to detail and high degree of accuracy.
 Good understanding of manual and electronic file records management.
 Ability to keyboard with speed and accuracy at approximately 40 to 50 words per minute.
 Ability to communicate effectively verbally and in writing with all levels of staff and external contacts in
often highly sensitive situations.
 Ability to work and communicate in a complex and highly sensitive environment.
 Ability to operate independently, effectively and efficiently to achieve results within acceptable time
frames.
 Ability to handle multiple projects at once under tight time‐lines in an environment with constant
interruption.
 Excellent interpersonal and organizational skills.

COMPETENCIES
Teamwork and Co-operation is the ability to work co-operatively within diverse teams, work groups and across the
organization to achieve group and organizational goals.
Planning, Organizing and Co-ordinating 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.
Initiative involves identifying a problem, obstacle or opportunity and taking appropriate action to address current
or future problems or opportunities. As such, Initiative can be seen in the context of proactively doing things and
not simply thinking about future actions. Formal strategic planning is not included in this competency.
Results Orientation - is a concern for surpassing a standard of excellence. The standard may be one’s own past
performance (striving for improvement); an objective measure (achievement orientation); challenging goals that
one has set; or even improving or surpassing what has already been done (continuous improvement). Thus, a
unique accomplishment also indicates a Results Orientation.
Problem Solving and Judgement is the ability to analyze problems systematically, organize information, identify key
factors, identify underlying causes and generate solutions.
Desirable competencies:
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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.
Information Seeking is driven by a desire to know more about things, people or issues. It implies going beyond the
questions that are routine or required in the job. It may include “digging” or pressing for exact information;
resolution of discrepancies by asking a series of questions; or less-focused environmental “scanning” for potential
opportunities or miscellaneous information that may be of future use.

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