Administrative Assistant

4 months ago

Metro Vancouver Regional District, Canada TransLink Full time

**Marketing Statement**:
A career at TransLink and our family of companies means working with people with a wide range of skills and perspectives, all teaming up towards a common goal: preserving and enhancing the region's world-envied quality of life. Together, we connect the region and enhance its livability by providing a sustainable transit and transportation network, embraced by our communities and people.

At TransLink we are dedicated to building a workforce that reflects the diversity of the communities in which we live. We’re committed to fostering an inclusive, equitable and accessible workplace, recognizing the unique value and skills every individual brings.

Looking for a great place to work where your contributions are valued and you can make a difference in a vibrant city? At TransLink, one of BC’s Top Employers, you'll help make Metro Vancouver a better place to live, built on transportation excellence. Put your future in motion

**Responsibilities**:
PRIMARY PURPOSE

Provides confidential administrative and clerical support to management in various departments.

KEY ACCOUNTABILITIES

Provides confidential administrative, clerical and secretarial support to the department by producing a variety of confidential correspondence, memos, presentation materials, spreadsheets, reports, and tables from rough drafts and verbal instructions using word processing, spreadsheet and graphics software. Receives and distributes incoming mail. Photocopies and distributes outgoing mail. Sends data faxes. Performs reception duties for assigned departments as required, gives information to callers, takes messages, or transfers calls to appropriate individuals.

Maintains departmental employee information including employee timekeeping records, vacation schedules, changes of status, employee contact lists and other related reports as required. Maintains a database of outside contacts and/or the departmental SharePoint site, daily bring forward files, and sends follow up reminders to managers, employees and/or consultants to comply with impending departmental deadlines.

Co-ordinates arrangements for department staff and/or project committee meetings including: booking meeting rooms using MS Outlook, informing attendees of times, dates and agenda, and distributing copies of meeting minutes in a timely fashion to internal and external parties including business and government entities, as required.

Maintains filing and recording systems for various projects in progress and/or other department needs, in accordance with TransLink’s Records Management policies and procedures to ensure the efficient and secure storage and retrieval of correspondence, reports, reference material and other documents.

Maintains and orders office supplies and arranges for the maintenance and repair of office equipment. Prepares Local Purchase Orders, Purchase Requisitions and various other forms and forwards for approval.

Maintains daily appointment and vacation calendars for designated project managers and other key personnel as requested.

Coordinates hardware and software requirements for new staff in the department.

Provides administrative support to other projects, programs and related departments as required.

**Qualifications**:
EDUCATION AND EXPERIENCE

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

Requires two (2) years’ administrative experience in an office environment where flexibility, prioritization and good interpersonal skills have been gained.

OTHER REQUIREMENTS

Strong interpersonal skills including tact and diplomacy

Good verbal and written communication skills

Basic analytical skills to gather and input data into databases

Strong organizational skills to coordinate multiple tasks and projects

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.

**Work Designation**:
Hybrid

This position offers the flexibility of working both on-site and remotely within B.C.

**Rate of Pay**:
Salary $52,987 - $66,234 per annum (Actual salary offered will be commensurate with education, experience and internal parity).

The Total Compensation Package includes Extended Health, Dental, Transit Pass and enrollment in the Public Service Pension Plan. Focus on your development through tuition reimbursement, training, and mentorship programs. Enjoy a variety of health and wellness programs, including access to gym facilities.

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