Administrative Professional

5 months ago

Vancouver, Canada Metro Vancouver Full time

**Department**: Water Services
**Employee Group**: Teamsters Local 31
**Location**:Seymour Capilano Filtration Plant, North Vancouver
**Salary Range/ Wage Rate**:PG T17 $2,228.65 - $2,619.43 bi-weekly

**Our Water Services Department is seeking a Program Assistant I who will provide effective and efficient support to the SCFP team to ensure smooth program delivery. This dynamic role works closely with the operations and maintenance teams at the plant and provides administrative support to the various teams. This include administrative, logístical and information management assistance to the plant Superintendent and other plant members, as well, planning and coordinating team activities such as meetings, workshops, training, etc. The role supports First Aid at the plant and First Aid Level 2 is an asset.**

**You are: an enthusiastic, motivated, independent thinker who can proactively deal with problems as they arise. You work well in a fast paced environment with different working groups.**

**This role**:

- Assists in coordinating and facilitating the Division's activities; tracks the processing of approvals, and orders; advises staff of pending deadlines and information requirements, keeps senior staff informed of status of various activities; maintains and prepares time sheets for department staff.
- Posts, compiles, checks, processes, maintains, and controls a variety of records, files, and statistics related to departmental operations; reconciles and balances complex activity control information requiring procedural determinations; performs non complex calculations as required; generates lists, invoices, and other information from databases and spreadsheets, identifies unutilized project resources and brings to the attention of a superior; monitors charges assessed for activities and issues purchase orders as required.
- Takes care of new employee set-ups, maintains security keys and radios, set up and maintenance of the janitorial services contract; organizes garbage and recycling services, diesel refueling, staff uniforms and supplies, First Aid Scheduling, Travel Authorizations, employee expense claims, minute taking for meetings for various teams, BMO Credit Card Co-Coordination.
- May supervise the work of one or more team members engaged in clerical and office support tasks; requisitions temporary clerical assistance as required.
- Develops, and upon approval, implements new and/or improved office methods and procedures to increase efficiency and accommodate department requirements and work schedules; prepares and maintains documentation on new procedures.
- Composes non routine correspondence, as required; types from rough draft or general instructions a variety of material including reports, correspondence, agendas, permits and other documents using word processing equipment; may attend meetings and take minutes or carries out assignments from instructions from meetings.
- Assists in planning and arranging information meetings, seminars, and workshops; gathers and organizes materials; attends meetings and takes notes as required; obtains information from external sources on assigned projects; researches file documentation, follows up on phone and written information inquiries.
- Monitors divisional administrative budget expenditures and checks that expenditures have been allocated to appropriate accounts; investigates variances between budgeted and actual expenditures and takes corrective action or notifies superior of potential cost over runs.
- Performs related work as required.

**To be successful, you have**:

- Completion of Grade 12, supplemented by business, administrative and computer courses, preferably completion of a certificate program in office or business administration, plus considerable related experience; or an equivalent combination of training and experience.
- Considerable knowledge of the functions, regulations, and procedures governing divisional activities as related to the work performed.
- Considerable knowledge of office practices and procedures and of business English, spelling, punctuation and arithmetic and technical terminology applicable to the work performed.
- Sound knowledge of the organization and functions of the department and related Metro Vancouver Regional District departments.
- Ability to assist in the coordination of divisional activities and to assess and act upon information requirements.
- Ability to work with mínimal supervision and to develop and implement upon approval new and/or revised work methods and procedures.
- Ability to establish and maintain effective working relationships with a variety of contacts, provide information and assistance and function effectively while dealing with contentious matters.
- Ability to arrange meetings, prepare agendas, take minutes, and follow up on actions from meetings.
- Ability to plan, assign, supervise and check the work of a small group of subordinates engaged in clerical and office support tasks.
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