Confidential Assistant

2 weeks ago

Metro Vancouver Regional District, Canada BC Rapid Transit Co. Ltd Full time

**Marketing Statement**:
Join a company that has been a part of moving Metro Vancouver for over 35 years.

British Columbia Rapid Transit Company Ltd. (BCRTC) maintains and operates the Expo and Millennium SkyTrain Lines from our central facilities in south Burnaby. Our services connect downtown Vancouver to the cities of Burnaby, New Westminster, Coquitlam, Port Moody and Surrey. With the future expansion of both the Expo and Millennium Lines gathering pace, infrastructure renewal and new asset acquisition projects underway, this is an exciting time to join our team of over 1,200 dedicated employees, working on one of the longest fully-automated rapid transit systems in the world.

Our work encompasses roles such as administration, engineering, elevator and escalator maintenance, field operations, vehicle maintenance, and wayside (station and guideway) maintenance.

When you work for SkyTrain, not only will you help move Metro Vancouver, you will also have access to comprehensive benefits including paid vacation, medical benefits, transit passes, training and more. We are a proud equal opportunity employer, committed to a diverse and inclusive workforce.

Come explore what makes us one of BC’s Top Employers

**Responsibilities**:
PRIMARY PURPOSE

Provides confidential clerical and administrative support for various departments within BCRTC.

KEY ACCOUNTABILITIES

Provides confidential clerical and administrative support to the department by producing a variety of highly confidential correspondence, memos, presentation materials, spreadsheets and reports from researched data, drafts or verbal instructions; composes and prepares routine and mass mail correspondence; reviews documents for grammar,
spelling, coding and simple mathematical accuracy; opens, reviews and distributes incoming mail.

Screens incoming calls for department, attending to routine enquiries from within BCRTC and TransLink subsidiaries as well from outside agencies or representatives (in certain positions this may also include enquiries, complaints or commendations from customers), referring to others for response where appropriate; tracks and expedites information
flowing in and out of the office; takes messages; provides information about departmental policy and procedures; follows up with managers and staff to ensure the complete and timely provision of information including responses to any
customers/public enquiries or complaints.

Maintains filing and recording systems to ensure the efficient and secure storage and retrieval of correspondence, reports, reference material and other documents; compiles, updates and maintains procedural manuals. Maintains and updates spreadsheets and databases for tracking of department specific information, generating reports from those
sources as requested.

Arranges appointments and meetings; coordinates calendar for department Director, including certain Managers at Director's discretion; coordinates events, functions and travel arrangements; maintains business contact lists; retrieves, compiles and distributes reference material for meetings and takes and transcribes minutes.

Maintains employee information including employee timekeeping records, changes of status, personnel contact lists and other related reports as requested.

Assists with preparation of departmental budgets. Monitors expenditures, processes departmental invoices and expense claims/receipts, and reports on variances for area.

Maintains and orders office supplies and arranges for the maintenance and repair of office equipment.

Provides administrative support to other projects, programs and related departments as required.

**Qualifications**:
EDUCATION

The competencies for this position would typically be acquired through successful completion of Grade 12 and post-secondary courses in office administration and procedures.

EXPERIENCE

2 Years prior administrative experience in a client service-oriented environment, requiring a high degree of confidentiality.

OTHER REQUIREMENTS

Strong interpersonal skills including tact and diplomacy.

Strong verbal and written communication skills.

Solid analytical skills to input and format data within databases.

Basic knowledge of accounting principles to assist in expense monitoring, budgeting and reporting.

Strong organizational skills to coordinate multiple tasks and projects.

Solid knowledge of BCRTC's corporate structure, policies and programs.

Proficiency on all office software, including word processing, spreadsheet, and presentation software and web-based HRIS
systems.

**Other Information**:
Recruitment Process: An applicant will be required to demonstrate their suitability for this position by meeting the minimum level of qualifications and experience in order to be invited into the selection process. A standard interview format will be used including general, scenario and behavioural descriptive interview questions.

**Work Schedule**:
40 hours per week

**Work Designati

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