Confidential Assistant, Operations

3 weeks ago

Metro Vancouver Regional District, Canada Translink BC Full time

**Marketing Statement**:
As the largest operating company in the integrated TransLink enterprise, Coast Mountain Bus Company (CMBC) operates a fleet of clean-fuel conventional and community shuttle buses, zero-emission trolley buses, and passenger ferry SeaBuses in Metro Vancouver, the largest single transit service area in Canada.

At CMBC, one of BC’s Top Employers, we're committed to providing an innovative, healthy, and engaging workforce. This is reflected in our workforce of over 5,500 employees performing over 400 unique jobs, who are committed and empowered to deliver service that attracts nearly 1.1 million passengers daily and connects people, businesses, and communities in the Metro Vancouver region.

We have the important job of helping our passengers get to work, appointments, visiting with family and friends, and back again every day. Metro Vancouver relies on us, and we take that as a point of pride.

**Responsibilities**:
PRIMARY PURPOSE

Provides confidential administrative support to various departments within Operations.

KEY ACCOUNTABILITIES

Provides confidential administrative support to the department by producing and distributing documents, reports, statistics and meeting minutes; providing reception services as required; maintaining and organizing records and files; sorting and distributing mail; composing routine correspondence; preparing presentation materials; coordinating events/functions (i.e. long service luncheons, environmental presentations and campaigns); posting and removing bulletins; tracking, expediting and coordinating the day-to-day information flowing in and out of the department. Responds to routine enquiries and refers to others, where appropriate.

Provides administrative support in the development of annual budgets, business plans, goals and objectives.

Inputs data to maintain information databases, spreadsheets and word processing for reports, charts, graphs and tabulations. Sets up and maintains a variety of confidential manual and electronic files and filing systems including office policies, procedures and standards manuals.

Coordinates agendas, meetings, appointments and calendars for designated managers. Prepares agendas and distributes reference materials and confidential meeting minutes.

Handles confidential information and documentation, exercising independent judgement on routine administrative services decisions when arranging operator book-offs with the depot office as requested by management or the union. Records and files operators leave without pay or leave for Union business.

Completes and checks internal forms and documentation (i.e. staff reports, time sheets, status reports, requisitions, change of status, expense claims, petty cash and invoices). Identifies and resolves routine administrative issues relating to office equipment, furniture and building as required. Maintains pool car schedules, access/parking passes, fare tickets. Orders and maintains office supplies.

Orients, trains and coordinates temporary administrative staff to fill vacations and absences.

Assists the Sr. Manager with scheduling and/or coordinating for the OSIT and Utility Operator program assignments, the temporary clerical relief pool assignments and temporary agency placements.

Functions as the program administrator for the records of service software system, granting user access and liaising with BT staff to resolve problems. Produces reports and monitors system for duplicate entries.

**Qualifications**:
EDUCATION AND EXPERIENCE

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

Two (2) years prior administrative experience in a client service-oriented environment, requiring a high degree of confidentiality.; experience in a unionized environment is preferable but not essential.

OTHER REQUIREMENTS:
Solid interpersonal skills including tact and diplomacy

Good verbal and written communication skills

Basic analytical skills to gather and input data into databases

Solid organizational skills and the ability to multitask is essential.

Proficiency on all office software, including word processing, spreadsheet, presentations, together with web-based and database 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**:
37.5 hours per week.

This is full-time, temporary position for 18 months.

**Work Designation**:
Resident

This position works predominately on-site

**Rate of Pay**:
Salary starting from $50,067 per annum

The Total Compensation Package includes Extended Health, Transit Pass and enrollment in the Public Service

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