Film Clerk – City of Richmond

10 July 2023

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Job Description

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The City of Richmond is a diverse and dynamic community in pursuit of our vision
to be the most appealing, livable and well-managed community in Canada.

People l Excellence l Leadership l Team l Innovation
Imagine a career with the City of Richmond, a dynamic environment for growth and continuous improvement, fostered by our collective strengths and creativity. We are a vibrant, diverse cosmopolitan city, supported by a strong economy and recognized as leaders in innovation and service delivery excellence. The City of Richmond is committed to be the most appealing, livable, well-managed community in Canada, a goal that is only made possible by developing our most valuable asset – our people. This is a great opportunity to join our team and shape our community.

Film Clerk

Overview
The City of Richmond Film Office has had a dedicated Film Office since 2007. With a key mandate of providing a one-stop shop resource for film productions, our office processes an average of over 400 days of filming activity in Richmond every year! In addition to processing filming requests, a core initiative of the Richmond Film Office is to liaise with motion picture industry and community stakeholders on film related matters in order to promote the growth of Richmond’s film sector. Our office is looking for an innovative and creative professional to join our team.

Under the supervision of the Film Office Program Manager,  the Film Clerk will be responsible for supporting the activities of the Richmond Film Office including providing customer service and administrative support such as responding to inquires about filming in Richmond, assessing individual production requirements, receiving and processing filming permits and applications, supporting efforts to mitigate film impacts on the community, preparing invoices, coordinating services with other City departments and supporting other film office initiatives.

Examples of key responsibilities include, but are not limited to:

  • Guiding film companies through City regulations, bylaws, film processes, and fees.
  • Receiving, reviewing, and processing film applications; and assessing individual film company requirements.
  • Ensuring insurance and application requirements are met.
  • Responding to inquiries and complaints from members of the public related to filming activities.  
  • Assessing the impact of filming in neighbourhoods throughout Richmond and establishing additional terms, conditions, and guidelines of permits. Referring complex applications or communications to the Program Manager, Film Office as required.
  • Preparing film invoices and processing cheques. Ensuring film files and payments are up to date prior to closing accounts.
  • Coordinating services/actions of other applicable departments including Transportation, Sign Shop, RCMP, Fire, other departments, and site teams.
  • Scheduling and coordinating operational tasks to City staff and contractors.
  • Developing and reviewing communications with productions to ensure residents and businesses have been notified of filming.
  • Conducting site visits to ensure productions are abiding by the agreed upon footprints and guidelines/conditions associated with the permit.
  • Maintaining the film production database and organizing data and statistics pertaining to filming activity in the City.
  • Streamlining administrative processes to better serve the film industry and City departments.
  • Supporting the Film Office on projects including but not limited to community engagement initiatives, writing reports/memos, data collection, industry stewardship, and implementing best practice initiatives.
  • Perform other duties as required. 

Knowledge, Skills & Abilities:

  • Ability to learn departmental procedures and rules related to the work performed. 
  • Ability to learn applicable bylaws and regulations governing the work performed.
  • Excellent customer service skills.
  • Ability to work independently and collaboratively.
  • Ability to work on multiple tasks and projects simultaneously.
  • Ability to establish and maintain effective working relationships with a variety of internal and external contacts.
  • Ability to make decisions in accordance with applicable bylaws and departmental policies, practices and procedures and to function effectively while dealing with contentious matters.
  • Ability to assess the impact of filming activities.
  • Ability to process a variety of inquiries and complaints.
  • Ability to provide information and assistance and to explain and interpret applicable bylaws and departmental policies, practices and procedures to various internal and external contacts.
  • Ability to create fee estimates and invoices based on appropriate fees in accordance with filming guidelines.
  • Ability to collect and organize data and statistics pertaining to filming activity in the City for reporting needs.
  • Ability to review, edit and write notification letters and emails that succinctly summarize filming activity to businesses and residents.
  • Ability to deal with time sensitive situations and work on multiple tasks and projects simultaneously.
  • Ability to establish and maintain effective working relationships with a variety of internal and external contacts.
  • Skill in the use of software programs and enterprise systems used by the City, including MS Office, REDMS and other related programs and systems.
  • Able to successfully clear a police information check (PIC).

Qualifications and Experience:

  • Completion of Grade 12 supplemented by courses or certifications related to film and on location filming.
  • Minimum of over 1 year and up to and including 2 years of experience as a production assistant, assistant location manager or a contracted film liaison OR similar experience with production operations, customer services, and communications.
  • An equivalent acceptable combination of training and experience.
  • Valid BC  Class 5 Driver’s License

Working Conditions:
Work is performed in an office environment. This position requires on-site visits which may require occasional exposure to adverse weather conditions and may require standing or walking for long periods. Routine light lifting and occasional heavy lifting is required.
If you are looking to make a difference, and to share The City of Richmond vision “to be the most appealing, livable, and well-managed community in Canada,” please submit your application by following the instructions below:

The City of Richmond uses an applicant tracking system for candidates wishing to view and apply for available career opportunities. For further information regarding position details and to apply, please visit our website at https://www.richmond.ca/city-hall/careers.htm.

We are accepting applications until August 6, 2023.

The City of Richmond is an inclusive employer committed to employment equity objectives and invites applications from all qualified individuals. We thank all applicants in advance for their interest; however, only those under consideration will be contacted. If you are unsuccessful, please accept our appreciation for your interest. No telephone inquiries please.
 
This position is restricted to those legally entitled to work in Canada.