Administrative Professional

1 month ago

Burnaby, Canada Metro Vancouver Full time

**Department**: External Relations
**Employee Group**:Teamsters Local 31
**Location**: 4515 Central Boulevard
**Salary Range/ Wage Rate**: PG 17 $2,070.60 - $2,433.10 bi-weekly

**Our External Relations Department is seeking an Administrative Professional (Program Assistant I) who will join our Community Engagement Program providing support to a group of communications and engagement professionals.**

**You are: an administrative professional who is self-motivated and who thrives in a fast-paced environment. You have experience in event planning, are organized and detail-oriented; dependable and reliable; and personally invested in supporting others and providing exceptional service to a team of professionals.**

**This role**:

- Assists in coordinating and facilitating the Division's activities related to legislative mandates and services; tracks the processing of permits, approvals, orders, and communication materials; advises staff of pending deadlines and information requirements, keeps project team and senior staff informed of status of various activities; coordinates efforts to resolve issues of public complaints and inquiries; and maintains databases and other tracking platforms.
- 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 payments, purchase orders and requisitions as required.
- May supervise the work of one or more subordinates engaged in clerical and office support tasks and request 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 current and new procedures.
- Composes non routine correspondence, as required; types, edits and formats a variety of material including reports, correspondence, agendas, notices, permits and other documents. Processes memberships, registrations and coordinates routine travel for the division.
- Assists in planning and arranging logistics related to committees, information meetings, seminars, events and workshops; gathers, organizes, posts and distributes materials; attends meetings, takes minutes or carries out action items and assignments from meetings as required; obtains information from external sources on assigned projects; researches file documentation; and 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.
- Ability to communicate effectively both verbally and in writing.
- Ability to compile, maintain, and control a variety of records, reports, and files, to compose non routine correspondence, and type a variety of material.
- Driver’s Licence for the Province of British Columbia.

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