Administrative Assistant III – City of Vancouver

1 July 2023

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Job Description

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Administrative Assistant III

Requisition ID: 38375 

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 cities and is working towards being the greenest city in the world. 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, decolonization, 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 III works closely with the General Manager and Directors of the Vancouver Board of Parks and Recreation. The position is responsible for providing an extensive range of confidential and sensitive administrative support, ranging from complex to routine, in a fast-paced environment.   

Specific Duties/Responsibilities

  • Plans, organizes and manages the Directors’ calendars, priorities, appointments, internal and external meetings workshops, etc.
  • Manages the flow/storage of documents and inquires; screens, reviews and edits/proofreads correspondence, emails, telephone calls, voicemails, etc., in accordance with the City’s record management system.
  • Handles sensitive and confidential documents: budget reports, departmental re-organizational structures, grievances, disciplinary letters, performance or attendance management files, contract negotiations, and council reports.
  • Proactively creates and maintains effective workflow and communications.
  • Coordinates meetings and logistics (e.g. scheduling attendees, room procurement, equipment, food/refreshments and minute taking/compiling/distribution).
  • Drafts correspondence, agendas, minutes, e-mails.  Tracks and follows up on correspondence and other types of inquiries ensuring that responses to requests for information from the public, Mayor and Council, and other City departments etc., are completed in a timely manner.
  • Organizes efficient and economical travel arrangements, calculating the estimated expenses to be incurred, and preparing necessary documentation.
  • Maintains confidential databases; inputs, updates, reviews, extracts, researches and generates reports.
  • Handles reports from Branches for GM/Director review and signature.
  • Prepares, distributes, photocopies, etc., reports, presentations, correspondence, spreadsheets, etc.
  • Acts as an administrative resource for the Park Board with software like Excel, Outlook and VanDocs.
  • Advises on key issues and concerns regarding: meetings, urgencies, and other priorities.  Evaluates priority and urgency of issue/request for time and attention of Senior Leadership team, and decides what issues/requests can be delegated for appropriate action.
  • Liaises with employees, Unions, government officials and legal counsel for information sharing, exchange purposes and complaint management.
  • Manages media calls by determining the subject, deadlines, and appropriate follow through.
  • Prepares Staff Action Forms and Compensation Action Forms, as required. 
  • Responsible for SAP time entry and reporting and updating personnel files.
  • Provides backup/support for other administrative staff.
  • Other duties/responsibilities as assigned

Minimum Qualification Requirements
Education and Experience:

  • Completion of Grade 12, including or supplemented by related administrative courses
  • Minimum 3 years of experience working in a fast paced and challenging service-based environment with a preference given to public service and professional office experience

Knowledge, Skills and Abilities:

  • Extensive knowledge of office practices and procedures.
  • Excellent interpersonal and communication skills, including a thorough knowledge of business English, spelling, punctuation and business math.
  • Ability to exercise substantial discretion and deal with highly sensitive and confidential information in support of senior management, internal audit, and other sensitive areas of City business.
  • Good judgement and constant initiative and diplomacy.
  • Heightened ability to anticipate and proactively deal with issues/problems before and as they arise.
  • Ability to multi-task, organize and prioritize work, all while under pressure with constant interruptions.
  • Ability to build and maintain effective working relationships at all levels of the organization and with the public in order to provide exceptional customer service.
  • Ability to work independently and collaboratively with the Park Board’s leadership team, Park Board departments and other City departments.
  • Ability to research and analyze a variety of data and issues.
  • Superior ability to use computer software such as MS Office, VanDocs, SharePoint and SAP.

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.

The City’s COVID-19 vaccination policy is currently suspended and as a result, vaccination against COVID-19 is not required at this time. However, should circumstances change and the City deem it necessary to re-introduce such policy, you may be required to provide proof of vaccination against COVID-19 in order to be eligible to continue performing your duties.

Business Unit/Department: Board of Parks & Recreation (1400) 

Affiliation: Exempt 

Employment Type: Regular Full Time 

Position Start Date: August, 2023  

Salary Information: Pay Grade RNG-030: $52,048 to $65,059 per annum

Application Close: July 14, 2023

At the City of Vancouver, we are committed to recruiting a diverse workforce that represents the community we so proudly serve. Indigenous peoples, people of colour, 2SLGBTQ+ persons including all genders and persons with disabilities are encouraged to apply.  Accommodations will be provided upon request during the selection process.Learn more about our commitment to diversity and inclusion

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In addition to uploading your cover letter and resume, part of the application process may include answering application questions related to the preferred requirements of the role which may take approx. 5-10 minutes. Cover letters should express interest and highlight additional information relevant to the position and resumes should include a summary of skills and experience related to the position.

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