Administrative Assistant III Full-time Job
Oct 14th, 2024 at 17:02 Administrative Jobs Vancouver 29 views Reference: 9683Job Details
Main Purpose and Function
Reporting to the Manager of Executive Administration, the Administrative Assistant supports the Engineering Executive Leadership Team and is responsible for providing an extensive range of confidential, sensitive and high level of administrative support, ranging from complex to routine, in a fast-paced environment
At this time, this position will work a minimum of 2 days per week in office.
Specific Duties and Responsibilities
- Plans, organizes and manages the General Manager and Directors’ calendars, priorities, appointments, internal and external meetings workshops and 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, including: budget reports, departmental re-organizational structures, grievances, disciplinary letters, performance or attendance management files, contract negotiations, and council reports.
- 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.
- Advises on key issues and concerns regarding: meetings, urgencies, and other priorities and evaluates priority and urgency of issue/request for time and attention of Senior Leadership team, and decides what issues/requests can be delegated to Division/Branch Heads in the organization 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.
- Proved backup/support for other Engineering Services Administrative Assistants.
Qualifications
Education and Experience:
- Completion of Grade 12, supplemented by courses in office administration and sound related experience supporting executive level management, preferably in a public sector environment, or an equivalent combination of education, training and experience.
Knowledge Skills and Abilities:
- Extensive knowledge of office practices and procedures
- Excellent customer service, communication and interpersonal skills
- Excellent time management and organizational skills with the ability to effectively and efficiently prioritize actions in response to numerous and diverse demands
- Excellent problem solving and analytical skills
- Proficient in the use software applications and enterprise systems such as MS Office, VanDocs, SharePoint and SAP
- Ability to deal with highly sensitive and confidential information
- Ability to exercise confidentiality, discretion, diplomacy and tact
- 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 the public
- Ability to work with minimal supervision and exercise initiative.
- Ability to research and analyze a variety of data and issues
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: Engineering Services (1300)
Affiliation: Exempt
Employment Type: Temporary Full Time
Position Start Date: November, 2024
Position End Date: October, 2026
Salary Information: Pay Grade RNG-030: $56,567 to $70,714 per annum
Application Close: October 25, 2024