Administrative Support Specialist

4 weeks ago

Vancouver, British Columbia, Canada City of Vancouver Full time
Main Responsibilities

The Administrative Assistant III will provide high-level administrative support to the Engineering Executive Leadership Team, including planning, organizing, and managing calendars, priorities, appointments, internal and external meetings, workshops, and other events.

The successful candidate will be responsible for managing the flow and storage of documents, screening, reviewing, and editing/proofreading correspondence, emails, telephone calls, voicemails, and other communications in accordance with the City's record management system.

They will handle sensitive and confidential documents, including budget reports, departmental re-organizational structures, grievances, disciplinary letters, performance or attendance management files, contract negotiations, and council reports.

The Administrative Assistant III will create and maintain effective workflow and communications, coordinate meetings and logistics, draft correspondence, agendas, minutes, emails, and track and follow up on correspondence and other types of inquiries.

They will also organize efficient and economical travel arrangements, calculate estimated expenses, and prepare necessary documentation.

The successful candidate will maintain confidential databases, input, update, review, extract, research, and generate reports, handle reports from Branches for GM/Director review and signature, and prepare, distribute, photocopy, and other reports, presentations, correspondence, spreadsheets, and other documents.

They will advise on key issues and concerns regarding meetings, urgencies, and other priorities, evaluate priority and urgency of issue/request for time and attention of Senior Leadership team, and decide what issues/requests can be delegated to Division/Branch Heads in the organization for appropriate action.

The Administrative Assistant III will liaise with employees, Unions, government officials, and legal counsel for information sharing, exchange purposes, and complaint management, manage media calls, determine subject, deadlines, and appropriate follow through, prepare Staff Action Forms and Compensation Action Forms, as required, and be responsible for SAP time entry and reporting and updating personnel files.

They will also provide backup/support for other Engineering Services Administrative Assistants.

Qualifications

The successful candidate will have a completion of Grade 12, supplemented by courses in office administration and sound related experience supporting executive level management, preferably in a public sector environment, or an equivalent combination of education, training, and experience.

They will have extensive knowledge of office practices and procedures, excellent customer service, communication, and interpersonal skills, excellent time management and organizational skills, excellent problem-solving and analytical skills, proficiency in the use of software applications and enterprise systems such as MS Office, VanDocs, SharePoint, and SAP, ability to deal with highly sensitive and confidential information, ability to exercise confidentiality, discretion, diplomacy, and tact, ability to multi-task, organize, and prioritize work, ability to build and maintain effective working relationships at all levels of the organization and the public, and ability to work with minimal supervision and exercise initiative.

The City of Vancouver is committed to becoming a City of Reconciliation and seeks colleagues who can help shape and embody our core commitments to sustainability, reconciliation, equity, and outstanding quality of life for all residents.

The successful candidate will be part of an innovative, inclusive, and rewarding workplace and will have the opportunity to work in a fast-paced environment with a minimum of 2 days per week in office.

The City of Vancouver has a Flexible Work Program, which allows staff to work remotely 1-4 days a week from locations that are a daily commutable distance from their work at a City worksite.

The successful candidate will be eligible to be part of the Flexible Work Program, subject to operational requirements and change.

The Business Unit/Department for this position is Engineering Services (1300), and the Affiliation is Exempt.

The Employment Type is Temporary Full Time, and the Position Start Date is November 2024, with a Position End Date of October 2026.

The Salary Information is Pay Grade RNG-030: $56,567 to $70,714 per annum.

The Application Close date is October 25, 2024.

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