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Administrative Assistant III

1 month ago

Vancouver, British Columbia, Canada City of Vancouver Full time

Main Purpose and Function

The Office Administrator – Equity Office provides an extensive range of confidential and sensitive administrative support to the Equity Office, including the Workplace Restoration Program. Led by the Chief Equity Officer, the Equity Office includes a small team (4-8 individuals) of JEDI (justice, equity, diversity, inclusion) specialists and support staff. The Equity Office is an expertise hub, and drives strategic change initiatives to shift the City's internal structures and workplace culture in the direction of equity.

This position reports to the Chief Equity Officer and works closely with the team at the Equity Office and the Administration team in the City Manager's Office. Other Key contacts include the City Manager's Office senior leadership team; City Leadership Team; Equity Council; Employee Resource Groups and Communities of Practice; and staff from all levels of the organization and every department.

Specific Duties and Responsibilities

Equity Office

  • Provides complex, detailed clerical and administrative support related to all aspects of the work of the Equity Office, including the Workplace Restoration Program, and embodies the values of equity and inclusion in all interactions;
  • Manages the calendar for the Chief Equity Officer, and schedules and organizes online and in-person meetings on behalf of the Chief Equity Officer;
  • Assists team members in the Equity Office with complex, non-routine scheduling tasks involving large groups or involving sensitive meetings for which scheduling through a third party may be more appropriate (such as mediation meetings);
  • Monitors the Equity Office email inbox and phone line and directs inquiries and requests to the Equity Office team with discretion and judgment;
  • Organizes event logistics, including room booking, catering, supplies, invitations, RSVPs, technology and other logistics with careful consideration of accessibility needs, and from time to time assists with meeting set-up and implementation including note taking or otherwise recording information from key events;
  • Administers the Equity Council (a group of 40 staff from across the organization who have an advisory and oversight role to the Equity Office), including keeping up-to-date email distribution lists, maintaining the Equity Council SharePoint site, managing meeting notes and posting relevant information to the City's internal communication channels;
  • Administers the Employee Resource Groups and Communities of Practice (over 15 different groups of staff who come together over a shared aspect of identity or interest), including keeping an updated list of conveners, assisting with scheduling and meeting logistics, tracking spending and reimbursements;
  • Coordinates Equity Office Council reports and memos, ensures proper formatting of documents and timely communication with concurring departments, Clerks and the City Manager's Office;
  • Manages a tracking sheet of requests made or sensitive issues raised to the Equity Office, status of addressing, and whether/how they have been resolved;
  • Coordinates travel and accommodation arrangements; for approved travel for Chief Equity Officer, ensuring travel policies and third party reimbursements are completed;
  • Completes Equity Office Procure-to-Pay (P2P) process; creates project shopping carts, processes invoices for payment, orders office supplies, reconciles monthly P-Card statements for Chief Equity Officer, process JVs as required;
  • Maintains a remote work schedule and equitable access to shared desk space within the Equity Office; books additional spaces in City Hall when the team needs to be onsite;
  • Maintains the Equity Office's filing and file sharing systems (VanDocs folders, SharePoint sites); logs and transfers records to off-site storage provider as per City retention schedules;
  • Performs a variety of Front Office duties including coordinating incoming and outgoing courier and confidential shredding pickups; coordinating service calls for maintenance and repair of office equipment; sending RSVPs to event invitations on behalf of the Chief Equity Officer; keeps Equity Office in order and replenishes supplies when necessary; orders catering and/or prepares refreshments for meetings as required;

Workplace Restoration Program

  • Provides confidential support to Workplace Restoration Consultants in administratively managing restoration or mediation files arising from the Respect in the Workplace Policy complaint process and/or Human Rights files that may intersect with the work in Human Resources and Labour Relations;
  • Opens and maintains internal confidential restoration and facilitation files and coordinates management of files, schedules facilitation meetings, and documents outcomes, recommendations and solutions;
  • Assists in gathering data where complaints involve reference to and work related to grievance procedures if required.
  • Other duties/responsibilities as assigned;

Qualifications

Education and Experience:

  • Grade twelve (12) education supplemented by business courses, typing, word processing and two years' related administrative experience preferred, or an equivalent combination of training and experience.

Knowledge, Skills and Abilities:

  • Considerable knowledge of office methods and procedures and in routine filing
  • Knowledge of Outlook and Microsoft Office applications such as Word, Excel and PowerPoint
  • Exceptional customer service and interpersonal skills, including a pleasant, inclusive and professional attitude
  • Ability to exercise tact and discretion in dealing with confidential or sensitive information
  • Good knowledge of business English, spelling, grammar and arithmetic
  • Ability to understand and follow oral and written instructions
  • Ability to work well with continuous interruptions
  • Ability to organize and prioritize work including a high level of attention to detail
  • Ability to participate and work within a team environment
  • Ability to build and maintain effective working relationships with all levels of staff and the general public
  • Ability to use related office equipment, including computers and related software packages
  • Ability to learn and adapt to new systems and technology

Where operationally appropriate and subject to change, the City of Vancouver has a Flexible Work Program. This program 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. At this time this position is eligible to be part of the Flexible Work Program.

Business Unit/Department: Office of the City Manager (1010)