Program Assistant I

**Department**: Parks and Environment
**Employee Group**: Teamsters Local 31
**Location**:4515 Central Boulevard, Burnaby
**Salary Range/ Wage Rate**: PG T17 $2,070.60 - $2,433.10 bi-weekly

**Our Parks and Environment Department is seeking a Program Assistant I who will provide support to our Air Quality and Climate Change Division and be part of a dynamic administrative support team. Air Quality and Climate Change staff develop and implement plans, policies, regulations and projects for air quality improvement and greenhouse gas emission reduction.**

**You are: an administrative professional who is self-motivated and who thrives in a fast-paced environment. You are approachable; have excellent verbal and written communication skills, a strong technical skillset, are organized and detail-oriented; dependable and reliable; and personally invested in supporting others and providing exceptional service to a team of professionals.**

**This role**:

- Assists in coordinating and facilitating the Division's activities related to legislative mandates and services; tracks the processing of authorizations; advises staff of pending deadlines and information requirements, keeps senior staff informed of status of various activities; coordinates efforts to resolve issues of nonpayment of fees or appeals/reviews of fee assessments; and maintains and prepares timesheets for department staff.
- Handles bookings; responds to requests concerning public meetings, facilities, and services; assesses individual requirements and actively promotes, recommends, and books suitable locations, catering and services; informs of regulations, restrictions and applicable charges; determines eligibility for fee waiver; ensures insurance and permit requirements are met; establishes conditions and terms of contract; liaises with operational personnel regarding available facilities, event coordination, and customer service; coordinates receipt of support services as required; and responds to customer complaints.
- Posts, compiles, checks, processes, maintains, and controls a variety of records, files, and statistics related to departmental operations; reconciles and balances complex activity control information requiring procedural determinations; performs non complex calculations as required; generates lists, invoices, and other information from databases and spreadsheets, identifies unutilized project resources and brings to the attention of a superior; monitors charges assessed for activities; and issues payments, purchase orders and requisitions as required.
- May supervise the work of one or more subordinates engaged in clerical and office support tasks and request temporary clerical assistance as required.
- Develops, and upon approval, implements new or improved office methods and procedures to increase efficiency and accommodate department requirements and work schedules; prepares and maintains documentation on current and new procedures.
- Composes non routine correspondence, as required; types, edits and formats a variety of material including reports, correspondence, agendas, notices, permits and other documents.
- Assists in planning and arranging logistics related to committees, information meetings, seminars, events and workshops; gathers, organizes, posts and distributes materials; attends meetings, takes minutes or carries out action items and assignments from meetings as required; obtains information from external sources on assigned projects; researches file documentation; and follows up on phone and written information inquiries.
- Monitors divisional administrative budget expenditures and checks that expenditures have been allocated to appropriate accounts; investigates variances between budgeted and actual expenditures and takes corrective action or notifies superior of potential cost over runs.
- Performs related work as required.

**To be successful, you have**:

- Completion of Grade 12, supplemented by business, administrative and computer courses, preferably completion of a certificate program in office or business administration, plus considerable related experience; or an equivalent combination of training and experience.
- Considerable knowledge of the functions, regulations, and pro¬cedures governing divisional activities as related to the work performed.
- Considerable knowledge of office practices and procedures and of business English, spelling, punctuation and arithmetic and technical terminology applicable to the work performed.
- Sound knowledge of the organization and functions of the department and related Metro Vancouver Regional District departments.
- Ability to assist in the coordination of divisional activities and to assess and act upon information requirements.
- Ability to work with mínimal supervision and to develop and implement upon approval new and/or revised work methods and procedures.
- Ability to establish and maintain effective working relationships with a variety of contacts, provid