Administrative Assistant Iv

3 weeks ago

Vancouver, Canada The City of Vancouver Full time

**Requisition ID**:38492

**Organization**

Located on the traditional, ancestral and unceded lands of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) Peoples, Vancouver has a commitment to becoming a City of Reconciliation. Vancouver consistently ranks as one of the world’s most liveable cities and is working towards being the greenest city in the world. Named among Canada's Top 100 Employers, BC's Top Employers, and Canada's Greenest Employers, the City of Vancouver seeks colleagues who can help shape and embody our core commitments to sustainability, decolonization, equity and outstanding quality of life for all residents.

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

**Main Purpose and Function**

The Administrative Assistant works as a member of a team to provide confidential and sensitive administrative and project support services within the Office of the Auditor General (OAG). This position supports the Auditor General, Deputy Auditor General and the wider set of all OAG team members by undertaking various tasks to support the complex and varied project work done by the office. Responsibilities also include correspondence management, report preparation, internal/external stakeholder management, and research support.

**Specific Duties/Responsibilities**
- Office of the Auditor General (OAG) coordination_
- Provides support to OAG committees, events, project and office team meetings. Prepares agenda packages; arranges meeting logistics; attends and minutes meetings as required.
- Assists the OAG team with records and audit file management systems related to both administration and OAG projects.
- Supports OAG project teams in collecting and gathering preliminary background information in preparation for audit projects that may range in a variety of topics. Organizes and presents information for further review by OAG project teams.
- Drafts internal and external documents that are clear, succinct and relevant to the reader.
- Assists with managing a variety of special administrative projects for the OAG and takes the lead on specific team activities.
- Provides a wide range of office support duties including:

- Payroll/time entry
- Ordering and maintaining supplies
- Procurement processes for professional services to support OAG projects as required.
- Executive Assistant Support to the Auditor General_
- Completes a broad variety of administrative tasks for the Auditor General, including: managing an active calendar of appointments; completing expense reports; making travel arrangements; composing and preparing correspondence; arranging itineraries and agendas; and compiling documents for various meetings.
- Coordinates and maintains the Auditor General’s and Deputy Auditor General’s calendar using judgement to prioritize meeting and speaking engagement requests.
- Works closely and effectively with the Auditor General to keep them well informed of upcoming commitments and responsibilities. Follows-up appropriately as required.
- Assists with the preparation and proof-reading of confidential and/or sensitive reports and presentations. Ensures appropriate protocols and templates are implemented using a consistent, and professional standard as required by the OAG.

**Minimum Qualification Requirements**

Education and Experience:

- Diploma in Office Administration and a minimum of four years experience in a progressively senior administrative role in municipal government or an equivalent combination of education or experience.

Knowledge, Skills and Abilities:

- Considerable knowledge of office practices and procedures in a corporate environment, with familiarity of municipal organizations and/or the City of Vancouver being an asset.
- Thorough knowledge of Microsoft Word, Excel, PowerPoint, SharePoint, and Outlook. Experience with SAP and/or VanDocs is an asset.
- Exceptional organizational skills including a high level of attention to detail.
- Excellent listening, oral and written communication skills.
- Ability to exercise substantial discretion and deal with highly sensitive and confidential information.
- Ability to exercise considerable independence and judgement with mínimal supervision.
- Ability to be flexible with managing multiple tasks and projects, including the ability to change priorities, meet project outcomes, and service level expectations.
- Ability to initiate collaboration with others, solicit the input of appropriate people when making decisions, and assist others in the delivery of their work.
- Ability to communicate clearly and concisely; verbally and in writing, including the ability to prepare business correspondence, presentations, minutes, and reports.
- Ability to work independently and work collaboratively in a team environment.
- Ability to build and maintain effective working relationships with all levels of staff, representatives from exte

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