Mayor's Office Administrative Assistant

3 weeks ago

Vancouver, Canada The City of Vancouver Full time

**Requisition ID**:37991

**Company**

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**

This position provides first impression dealings with the Mayor’s Office and works closely with the City Clerk’s reception desk in managing Mayor’s Office guests. The position manages inquiries and citizens’ concerns for the Mayor’s Office. The position also performs a variety of confidential administrative duties.

**Key Contacts and Reporting Relationships**

This position reports to the Manager of Mayor and Council Support. Key contacts include Councillors, Assistants to Councillors, City Manager’s Office, City staff, external agencies, other levels of government and public.

**Specific Duties/Responsibilities**
- Manages guests for the Mayor and their staff;
- Handles citizen concerns in person and on phone;
- Scans and VanDocs (electronic filing system) mail and distributes accordingly;
- Composes greetings for groups celebrating a special occasion or milestone;
- Prepares congratulatory letters for milestone birthdays and anniversaries;
- Scans, tracks and responds to invitations, greetings and meeting requests;
- Prepares proclamations adhering to the office policy and liaises with applicant;
- Manages the flow of incoming and outgoing inquiries to the Mayor’s Office;
- Tracks and follow-up on items and inquiries and complaints as required, and ensures that responses are completed in a timely manner;
- Monitors Mayor and Council correspondence queue and retrieves Mayor’s Office related issues and handles accordingly;
- Prepares draft responses to routine Mayor’s correspondence;
- Maintains and compile correspondence statistics;
- Responsible for routine Freedom of Information requests for the Mayor’s Office;
- Arranges for courier pick-up and deliveries;
- Responsible for purchasing and maintaining office supplies, food and beverage supplies for the Mayor’s office;
- Coordinates the catering for office event and meetings through various external suppliers;
- Prepares time entry for political staff and invoices for approval;
- Develops, organizes and maintains a comprehensive filing system for the Mayor’s Office in accordance with the City's record management system;
- Ensures records management protocols are followed as the Departmental Record Coordinator (DRC) for the Deputy Directors and conducts annual disposition of records and transfers to archives; and
- Other duties/responsibilities as assigned

**Minimum Qualification Requirements**

Education and Experience:
A diploma in Business Administration or a related field with at least three years working with senior management in an administrative capacity position or a combination of training and experience

Knowledge, Skills and Abilities:

- Extensive knowledge of office practices and procedures;
- Ability to communicate effectively orally and in writing;
- Ability to work independently and solve problems;
- Possess a calm, sensitive and polite demeanour;
- Ability to exercise considerable judgement and discretion;
- Ability to deal tactfully and effectively with the public;
- Ability to exercise discretion and deal with sensitive and confidential information;
- Ability to prioritize and organize work, handle multiple assignments and meet deadlines;
- Ability to work in a high volume environment with frequent interruptions and changing priorities;
- Ability to build and maintain effective working relationships across the organization and work collaboratively in a team environment;
- Ability to manage and adapt to change;
- Possesses excellent interpersonal and communication skills including an effective knowledge of correct punctuation, grammatical usage and a comprehensive vocabulary for preparation of business letters, reports and statements;
- Possess a solid understanding of the City’s organization structure;
- Possess a working knowledge of SAP and VanDocs would be an asset.

The City’s COVID-19 vaccination policy is currently suspended and as a result, vaccination against COVID-19 is not required at this time. However, should circumstances change and the City deem it necessary to re-introduce such policy, you may be required to provide proof of vaccination against COVID-19 in order to be eligible to

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