Administrative Assistant III

4 weeks ago

Vancouver, British Columbia, Canada City of Vancouver Full time
Main Purpose and Function

The Office Administrator – Equity Office provides comprehensive administrative support to the Equity Office, including the Workplace Restoration Program. Led by the Chief Equity Officer, the Equity Office is a team of JEDI specialists and support staff who drive strategic change initiatives to promote equity within the City.

Key Responsibilities
  • Provides complex administrative support to the Equity Office, including calendar management, meeting coordination, and email management.
  • Assists team members with scheduling tasks, including large group meetings and sensitive meetings.
  • Monitors the Equity Office email inbox and phone line, directing inquiries and requests to the team with discretion and judgment.
  • Organizes event logistics, including room booking, catering, and supplies, with consideration for accessibility needs.
  • Administers the Equity Council, including email distribution lists, SharePoint site management, and meeting note documentation.
  • Coordinates Equity Office Council reports and memos, ensuring proper formatting and timely communication with concurring departments.
  • Manages a tracking sheet of requests and sensitive issues, including status updates and resolution tracking.
  • Coordinates travel and accommodation arrangements for the Chief Equity Officer, ensuring compliance with travel policies and reimbursement procedures.
  • Completes Equity Office Procure-to-Pay process, including project shopping carts, invoice processing, and P-Card statement reconciliation.
  • Maintains the Equity Office's filing and file sharing systems, including VanDocs folders and SharePoint sites.
  • Performs front office duties, including courier and confidential shredding pickups, service calls, and supply replenishment.
Workplace Restoration Program
  • Provides confidential support to Workplace Restoration Consultants in managing restoration or mediation files.
  • Opens and maintains internal confidential restoration and facilitation files, coordinating management and documentation.
  • Assists in gathering data for complaints involving grievance procedures.
Qualifications

Education and Experience:

  • Grade twelve (12) education supplemented by business courses, typing, word processing, and two years' related administrative experience.

Knowledge, Skills and Abilities:

  • Considerable knowledge of office methods and procedures, including routine filing.
  • Knowledge of Outlook and Microsoft Office applications, including 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 software packages.
  • Ability to learn and adapt to new systems and technology.

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