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Administrative Assistant Iii

2 weeks ago

Vancouver, Canada The City of Vancouver Full time

**Requisition ID**:42393

**Organization**

Located on the traditional, ancestral and unceded lands of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) Peoples, Vancouver has a commitment to becoming a City of Reconciliation. Vancouver consistently ranks as one of the world’s most liveable and environmentally sustainable cities. Named among Canada's Top 100 Employers, BC's Top Employers, and Canada's Greenest Employers, the City of Vancouver seeks colleagues who can help shape and embody our core commitments to sustainability, reconciliation, equity and outstanding quality of life for all residents.

Consider joining our committed team of staff and being part of an innovative, inclusive and rewarding workplace.

**Main Purpose and Function**

The Administrative Assistant works closely with the Directors, Assistant Directors and senior level managers within the departments and is responsible for providing an extensive range of confidential and sensitive administrative support in a fast-paced environment. The position supports the Department’s senior management team with the development, implementation and monitoring of a variety of projects to ensure departmental consistency, many of which have a direct impact on labour relations.

The position attends and participates in a wide range of technical and administrative meetings, including senior management team meetings, grievance meetings, peer review meetings with industry stakeholders, public policy meetings with other municipalities and provincial and federal government agencies and professional associations. The Administrative Assistant records minutes, takes action on issues requiring follow-up and reports on the monitoring of newly implemented departmental processes, policies and procedures, ensuring that policies are being maintained and adhered to. Additionally, the position tracks and monitors activities within the department on behalf of the Directors and/or Assistant Director(s), reports findings and recommends solutions to the senior management team as required.

The Administrative Assistant is responsible for handling sensitive and confidential documents, including budget reports, departmental re-organizational structures, grievance hearings, disciplinary letters, performance and/or attendance management files, criminal/driver/police record checks (for staff and businesses and organizations), Human Resources related documents and Council reports. The position coordinates a wide range of meetings on behalf of the Director, Assistant Directors, and the Business Services Manager, conducts background research, preliminary investigations and retrieves information on various staffing, administrative, regulatory and inter-governmental issues. Additionally, the Administrative Assistant takes a lead role in the development and implementation of administrative type projects across the department such as establishing and setting up departmental databases and administrative policies and procedures. Monitors department workflow and ensures adherence to relevant departmental and corporate policies and procedures.

**Key Contacts and Reporting Relationships**
- The position reports directly to the Business Services Manager of Development, Buildings and Licensing, but also provides support to the Director of Permitting Services, Chief Building Official, Chief Licensing Inspector, Director of Digital Services, and their teams.
- Organizes and provides administrative support to the Building Board of Appeal.
- Communicates with various City staff members, members of the development, building and business community and the external parties.

**Specific Duties and Responsibilities**
- Maintains the Directors’ calendars, plans, organizes and schedules priorities, appointments and internal and external meetings. Coordinates group meetings, schedules attendees, drafts agendas and arranges for room and equipment procurement as required. Works with multiple, competing, and challenging priorities to organize appointments, proactively resolve conflicts, and ensure optimal use of Directors’ time.
- Advises the Director(s) and/or Assistant Director(s) on key issues and concerns regarding meetings, urgencies and other priorities. Determines priority/urgency of issues and delegates requests as required.
- Drafts a variety of confidential departmental correspondence such as budgetary reports, briefing notes for Council, other department heads and/or general managers reports related to organizational re-structuring initiatives and minutes of meetings resulting from public meetings and appeal panels. Many of these reports related to changes in methods and procedures of operations that may impact wage rates, working conditions, promotional opportunities or reductions, changes or increases in staff. Responds to complaints from the public related to staff performance.
- Drafts, edits, and formats sensitive and confidential dep