Administrative Assistant III

City of Vancouver - Vancouver, BC (30+ days ago)

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Requisition ID: 15888

Company

The City of Vancouver is striving to become the greenest city in the world, and a city powered entirely by renewable energy before 2050. We are proud to be one of BC's Top Employers, Canada's Best Diversity Employers, and one of Canada's Greenest Employers. With employees that have helped Vancouver consistently rank as one of the world's most livable cities, the City values a diverse workforce which represents the vibrant community we so proudly serve.

Consider joining our committed team of staff and being part of an innovative, inclusive and rewarding workplace.

Main Purpose and Function

Reporting to the Manager of Administration, the Administrative Assistants support the General Manager, Directors and Branch Heads and are responsible for providing an extensive range of confidential and sensitive administrative support, ranging from complex to routine, in a fast-paced environment.

Specific Duties and Responsibilities

Plans, organizes and manages the General Manager and Directors’ calendars, priorities, appointments, internal and external meetings workshops and etc.
Manages the flow/storage of documents and inquires; screens, reviews and edits/proofreads correspondence, emails, telephone calls, voicemails, etc. in accordance with the City’s record management system.
Handles sensitive and confidential documents, including: budget reports, departmental re-organizational structures, grievances, disciplinary letters, performance or attendance management files, contract negotiations, and council reports.
Proactively creates and maintains effective workflow and communications.
Coordinates meetings and logistics (e.g. scheduling attendees, room procurement, equipment, food/refreshments and minute taking/compiling/distribution).
Drafts correspondence, agendas, minutes, e-mails. Tracks and follows up on correspondence and other types of inquiries ensuring that responses to requests for information from the public, Mayor and Council, and other City departments etc., are completed in a timely manner.
Organizes efficient and economical travel arrangements, calculating the estimated expenses to be incurred, and preparing necessary documentation.
Maintains confidential databases; inputs, updates, reviews, extracts, researches and generates reports.
Handles reports from Branches for GM/Director review and signature.
Prepares, distributes, photocopies, etc., reports, presentations, correspondence, spreadsheets, etc.
Advises on key issues and concerns regarding: meetings, urgencies, and other priorities. Evaluates priority and urgency of issue/request for time and attention of Senior Leadership team, and decides what issues/requests can be delegated to Division/Branch Heads in the organization for appropriate action.
Liaises with employees, Unions, government officials and legal counsel for information sharing, exchange purposes and complaint management.
Manages media calls by determining the subject, deadlines, and appropriate follow through.
Prepares Staff Action Forms and Compensation Action Forms, as required.
Responsible for SAP time entry and reporting and updating personnel files.
Proved backup/support for other Engineering Services Administrative Assistants.

Qualifications

Education and Experience:
Completion of Grade 12, including or supplemented by related administrative courses
5 years’ experience working in a fast paced and challenging service-based environment with a preference given to public service and professional office experience

Knowledge Skills and Abilities:
Extensive knowledge of office practices and procedures
Excellent interpersonal and communication skills, including a thorough knowledge of business English, spelling, punctuation and business math
Superior ability to use computer software such as MS Office, VanDocs, SharePoint and SAP
Ability to exercise substantial discretion and deal with highly sensitive and confidential information in support of senior management, internal audit, and other sensitive areas of City business
Good judgement and constant initiative and diplomacy
Heightened ability to anticipate and proactively deal with issues/problems before and as they arise
Ability to multi-task, organize and prioritize work, all while under pressure with constant interruptions
Ability to build and maintain effective working relationships at all levels of the organization and with the public in order to provide exceptional customer service
Ability to work independently and collaboratively with Engineering Service’s leadership team, Engineering branches and other City departments
Ability to research and analyze a variety of data and issues.

Business Unit/Department: Engineering Services (1300)

Affiliation: Exempt

Employment Type: Regular Full Time

Number of Positions: 2

Position Start Date: February 2020

Application Close: January 24, 2020

At the City of Vancouver, we are committed to recruiting a diverse workforce that represents the community we so proudly serve. We encourage applicants from diverse backgrounds, including Indigenous applicants, all genders, nationalities and persons with disabilities.

We thank all applicants for their interest. However, only those selected for an interview will be contacted. Learn more about our commitment to diversity and inclusion.