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As an Administrative Support Assistant, you will be responsible for providing administrative support to one or more Advisors and their teams.  
  
IS THIS ROLE RIGHT FOR YOU
In the role you will:

• Be responsible for onboarding new client relationships through digital account opening and documentation administration 
• Process client requests, account transfers, deposits, withdrawals and payments, requests for tax receipts and account reporting
• Respond to client inquiries and issues in a timely manner and escalating , as required

DO YOU HAVE THE SKILLS
We would love to work with you if you have:

• Experience in the securities industry
• Excellent verbal and written communication
• Strong organizational skills 
• Ability to take initiative, work independently and meet deadlines
• Meticulous attention to detail and excellent time management skills
• Exceptional client service skills
•  

WHAT’S IN IT FOR YOU

• At ScotiaMcLeod we help employees build their futures – where they can be themselves, and win together. With a commitment to diversity and inclusion and a performance-oriented culture that includes coaching, learning, and development – there are endless possibilities. At ScotiaMcLeod– you can make an impact. You help make the futures of our 25 million customers happen. You can find your future here.
• The opportunity to join a forward-thinking organization where you are surrounded by a collaborative team of innovative thinkers. 
• An organization committed to making a difference in our communities– for you and our clients.
• An inclusive working environment that encourages creativity, curiosity and celebrates success. 
• Learning and Development – free access to Scotia Academy to upskill and develop your skills

As an Administrative Support Assistant, you will be responsible for providing administrative support to one or more Advisors and their teams.  
  
IS THIS ROLE RIGHT FOR YOU
In the role you will:

• Be responsible for onboarding new client relationships through digital account opening and documentation administration 
• Process client requests, account transfers, deposits, withdrawals and payments, requests for tax receipts and account reporting
• Respond to client inquiries and issues in a timely manner and escalating , as required

DO YOU HAVE THE SKILLS
We would love to work with you if you have:

• Experience in the securities industry
• Excellent verbal and written communication
• Strong organizational skills 
• Ability to take initiative, work independently and meet deadlines
• Meticulous attention to detail and excellent time management skills
• Exceptional client service skills
•  

WHAT’S IN IT FOR YOU

• At ScotiaMcLeod we help employees build their futures – where they can be themselves, and win together. With a commitment to diversity and inclusion and a performance-oriented culture that includes coaching, learning, and development – there are endless possibilities. At ScotiaMcLeod– you can make an impact. You help make the futures of our 25 million customers happen. You can find your future here.
• The opportunity to join a forward-thinking organization where you are surrounded by a collaborative team of innovative thinkers. 
• An organization committed to making a difference in our communities– for you and our clients.
• An inclusive working environment that encourages creativity, curiosity and celebrates success. 
• Learning and Development – free access to Scotia Academy to upskill and develop your skills

Responsible for overseeing a team of Administrative Coordinators, and supporting the business by looking after the administrative processes for the terminal.

How You’ll Help

• Oversees a team of admin coordinators, setting performance objectives, evaluating performance, hiring and training as required.
• Provide administrative support to the managers and office staff team and ensure that administrative matters are organized and dealt with in a professional manner
• Mentor and train office staff in procedures and in use of current software
• Arranges coverage for vacations and other absences to ensure deadlines for are met
• Works on administrative projects as required 
• Other related duties as may be required.

Your Skills & Experience: 

• Post secondary education, preferably in business or office administration
• A suitable combination of education and experience may also be considered.
• 3-5 years experience in administration preferably in the transportation industry
• 1-3 years of leadership/supervisory experience
  • Strong leadership skils, including the ability to motivate a team in a high pressure, deadline driving envrionment
  • Strong communication skills, most verbal; some written
  • Computer skills – data entry accuracy; strong knowledge of MS Office products and web based programs; knowledge and/or experience with AS400 a strong asset.
  • Strong conflict resolution skills
  • Able to work deadlines in high transactional environment
  • Ability to champion business needs in a collaborative manner to colleagues
  • Results focused

• Posting Period: 27-Sep-2024 to 04-Oct-2024

As leaders in excellence and ground-breaking services for healthy aging, we are seeking a long­ term care home Administrator to ensure the effective operation and administration of our long-term care homes while creating a culture of learning and commitment to continuous improvement among the home's staff conducive to achieving positive outcomes in the delivery of resident care.

Major Responsibilities:

• Responsible for the effective operation and administration of a long-term care home in accordance with provincial legislation and provincial, City and divisional policy directions
• Administers, directs and manages all activities in the home through effective strategic and operational planning, ethical decision-making and innovation.
• Leads effective change management while maintaining a positive and healthy work environment.
• Develops operational plans to achieve the goals and objectives of the home and to guide day­ to-day activities that are aligned with the Division's mission, vision, values and strategic directions.
• Provides leadership in the development of meaningful linkages and partnerships with other organizations and the community, developing communication networks with providers, advocacy groups and the community at large.
• Leads the home's integrated quality management system, effectively managing quality, risk, ethics, safety and resource utilization, acting on any issues of non-compliance in a timely and comprehensive manner and creating a culture of learning and commitment to continuous improvement among the home's staff.
• Participates as a leader in the Division's continuous quality improvement processes, prioritizing and recommending improvements in areas related to resident care, environment, information management, human resources, management and community development.
• Provides leadership in the creation of a safety culture within the home and contribute to Division-wide safety initiatives.
• Establishes processes to ensure accountability at all levels of the home's operations.
• Ensures effective communication processes with both internal and external stakeholders, that include resident home area rounds, family meetings and regular staff meetings.
• Provides strong leadership skills which encourage the participation, commitment and contributions of staff that result in the provision of high-quality resident care and the creation of an innovative environment of excellence.
• Responsible for the protection, control, management and effective utilization of the physical and financial resources of the home, including budget and internal controls.
• Prepares regular reports, as required by divisional policy, and provides useful, timely, accurate information to the Director Long-Term Care Homes in order to effectively manage quality, risk and budget, anticipates community issues and new opportunities, and makes informed decisions.
• Encourages, facilitates, and participates in appropriate community outreach and professional activities related to long-term care and the operation of long-term care homes.
• Manages the home in a manner that complies with, or exceeds, the requirements of the Ministry of Health and Long-Term Care and Ministry of Labour legislative and regulatory requirements and acts on any issues of non-compliance that arise in a timely, effective and comprehensive manner.
• Prepares reports for, supports and attends designated meetings of the Advisory Committee on Long- Term Care Homes and Services, Home Advisory Committee, Family Council, Residents' Council, Volunteer Committee and other agencies involved with the home's operation as well as divisional committees, as assigned.
• Provides support for the volunteers and student placements from secondary schools, community colleges, and/or universities.

Key Qualifications:

Your application should describe your qualifications as they relate to:

1. Master's degree in Nursing, Health Administration or Social Services, or accredited internship and/or recognized courses in long-term care management.
2. Experience working in fast paced complex healthcare environment.
3. Experience as a senior manager in a long-term care home, providing strategic leadership in operational planning, management of risk, ethical decision-making and innovation.
4. Experience in creating, monitoring and maintaining systems to ensure safety and achieving positive outcomes, of a high standard, in clinical care and services in a long-term care home setting.
5. Experience in assessing, planning, managing, directing and evaluating operational, financial and management systems and physical resources, including human resource management and labour relations.
6. Successful completion of the long-term care home administration or management program, or willingness to enroll in the program as required by Ontario Regulation 79/10.
7. Motivational leader who can supervise and manage staff in a fast-paced politically sensitive, unionized environment.
8. Ability to demonstrate strong leadership and political acumen.
9. Ability to promote and foster effective teamwork and establish an environment of excellence through focus on culture of safety.
10. Ability to effectively manage and lead change within a complex organization from inception to implementation.
11. Ability to develop a healthy, safe and positive home environment to live, visit, volunteer and work. Ability to effectively communicate both verbally and in writing at a senior management level.
12. Advanced knowledge of continuous quality improvement to be able to achieve positive outcomes for improved quality of resident care and life.
13. Considerable knowledge of the community's changing needs and health status, and an ability and insight to identify and develop innovative and appropriate responses to those needs.
14. Knowledge of relevant legislation, regulations, codes and policies, including the Fixing Long­ Term Care Act and Regulation 79/10, Employment Standards Act, Human Rights Act, Occupational Health and Safety Act, WHMIS, fire safety and building codes, French Language Services Act, and Accreditation programs, with an ability to integrate these processes into an overall quality management program.
15. Excellent analytical capability with statistical and other information resources. Proficiency in the use of various computer applications, including Office Suite.
16. Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces.

Note:

If the new Administrator does not successfully complete the program referred to in Key Qualification #6 as outlined above, the City will be required to cease to employ the individual as an Administrator in the timeframe set out in the Fixing Long-Term Care Act and Regulation 79/10.

As a condition of employment with the Senior Services and Long -Term Care Division, selected candidates will be required to provide a satisfactory Police Reference Check (PRC) with vulnerable sector screening, tuberculosis screening and proof of immunization in accordance with the Long-Term Care Homes Act (O.Reg.79/10).

If you applied to the temporary, full time (12 months) vacancy - 49704, your application will still be considered for this permanent full-time vacancy.

As the Admin and Office Coordinator, you will be the point of contact for visitors to our office and provide administrative support to Jelly’s Partners. You will handle the flow of people through the business and ensure that all front desk responsibilities are completed accurately and delivered with a high degree of quality and accuracy. The position requires strong computer skills and experience with the Microsoft Office Suite, with particularly high competence in Word and Excel.  This candidate must be able to both manage a dynamic workload as well as focus for extended periods of time on singular tasks.

Job Type: Full-time
Location: Fort Langley, BC
Reports To: Director of Operations and Personnel
Salary Range: $45,000 – $55,000 plus bonuses upon meeting eligibility criteria

Required Skills and Attributes:

• An eye for detail
• Experience in administrative duties
• Excellent written and verbal communication skills
• Excellent planning, organization, and time management skills
• Self-motivated, team player who thrives in a fast-paced environment

Primary Responsibilities: 

• Answering all incoming phone calls, taking and delivering messages with high level of accuracy, warmth and professionalism. 
• Greeting and hosting all incoming visitors in a friendly and warm manner: offering tea, taking coats etc 
• Assisting Director of Operations and Personnel with internal projects and tasks including but not limited to: scheduling meeting spaces, group hosting, staff meetings, team building activities, shipping and receiving, invoice filing, data entry, special occasions and other administrative support 
• Assisting the Principal with tasks related to business development including but not limited to: research, reporting, data entry and compilation etc 
• Daily organization and administration of communal spaces, reception, etc 
• Weekly inventory of communal resources: kitchen, office, etc. 
• Weekly purchasing of necessary supplies 
• Regular care for all plant life. 
• Other duties as assigned

Additional requirements:

• Personal smartphone
• Personal vehicle

Salary Range:
$45,000 – $55,000 plus bonuses upon meeting eligibility criteria

The Data Entry Clerk is responsible for all data-entry administrative tasks in the international operations centre. This will include data entry for shipments and daily dispatch, updating both internal and external customer information regarding delivery and pickup data and inventory processing in the warehouse.

The Data Entry Clerk also assists in resolving basic and intermediate level service issues and in package and shipment research. Because of the nature of the work, the Data Entry Clerk will also be working inside a warehouse environment and works with packages that are located on the conveyor belts and inside UPS equipment like package cars, trailer and aircraft unit load devices. This position performs various other tasks as assigned by the International Operations Management Team.

• Job Type: Permanent Position

• Work Shift: Night Shift - Monday to Friday (9:00PM - 2:00AM)*

• Location: 5960 Ferguson Road, Richmond BC - near YVR

*Shift hours will vary according to operational requirements. The location of the UPS centre may not be regularly accessible by public transit during the available shift. A secure form of transportation may be needed. Please check transit availability prior to committing with the shift.

Key Accountabilities:

• Dealing with all data entry activities

• Handling customer issues in a professional manner.

• Dealing with internal and external customer concerns and queries

• Assists in running reports for the department

• Meet set targets on a daily basis

• Responsible for any additional tasks as assigned

Requirements:

• Able to commit working Monday to Friday (five nights per week)

• Have an effective oral/written communication, problem solving, basic research, and time management skills

• Able to work in a warehouse environment with time limited work assignments

• Works well in a team

• Proficiency in spreadsheet applications (like Microsoft Excel)

• Accurate and rapid data entry skills

• Able to lift up to 70-lbs on an occasional basis

• Some experience in a similar work environment would be an advantage, but not necessary

What we offer:

UPS offers a competitive compensation package which includes benefit options including health and dental coverage, group insurance plan, paid vacation, employee stock purchase plan and an unlimited opportunity to grow within the company.

Our employee benefits include the following:

• Training and Development: UPS provides full training for all positions to ensure safety and compliance to policies and regulations;

• Weekly Compensation: Employees are paid on a weekly basis, every Friday;

• Generous Benefits Package: All UPS employees have extended health, dental, and vision benefits;

• Promotion From Within: UPS is a globally known brand and has expanded in many countries and so UPS offers lots of room for advancement in many areas of the business;

• Employee Discounts: All UPS employees have the chance to take advantage in employee discounts when purchasing UPS merchandise and other brands;

__________________________________

The above statements are intended to describe the general nature of the work required for the position and are not intended to be an exhaustive list of all duties and responsibilities.

All candidates must successfully complete a series of interviews in order to qualify. Background and reference checks will also be required.

UPS is committed to Diversity in Employment. We welcome all applicants; however, only qualified candidates will be notified for interviews and tests. Please advise our Talent Acquisitions Representatives if a workplace accommodation is needed. Thank you for your interest in UPS Canada.

UPS Canada is a Federally Regulated Workplace

Main Purpose & Function

This is office support work of some variety and complexity. Incumbents of positions assigned to this class require a sound knowledge of office practices and procedures and may require some specialized skill training. The work involves providing information and assistance to the public on routine matters. The work is differentiated from that of the Office Support Clerk I by the greater complexity of the clerical tasks. After a period of on-the-job training, employees of this class work with a minimum of direct supervision as the work is performed according to defined work methods and procedures. Some independence of action is exercised in scheduling work tasks or in the more repetitive aspects of the work. Work is reviewed by a superior in terms of accuracy, completeness and conformance to established work methods.

Specific Duties & Responsibilities:

• Receives and verifies cash and cheques in payment of accounts; makes change and issues correct receipts; balances cash and compiles summary sheets.
• Operates a computer terminal to enter and update records; modifies or removes records; produces standard reports.
• Opens, sorts and batches mailed payments and applies payments to accounts.
• Processes, cheques and maintains a variety of office records, forms, files, reports, statistics, documents and related material; posts entries to simple records; processes incoming and outgoing mail as per departmental procedures.
• Answers inquiries and provides assistance by telephone or in person, ascertains nature of inquiries or complaints and gathers information in order to respond or refer caller as necessary; explains departmental rules and regulations; prepares correspondence using established formats.
• Provides information and assistance regarding the nature, activities and services of the organization to the public at a central information booth or switchboard; directs more detailed inquiries to the appropriate department or staff member; dispenses pamphlets, brochures, maps and other material of an informative nature.
• Transcribes from copy, rough draft, or general instructions a variety of material using word processing software and hardware to enter, record, recall, revise and print the data; as required, establishes appropriate format; reviews work for punctuation, spelling and grammatical correctness.
• Assists in the collation and preparation of elementary statistical reports and tabulations involving some arithmetic calculations.
• Provides admin support to one or more senior positions; interviews callers, screens calls, makes and cancels appointments, processes confidential matters; prepares routine correspondence; may take and transcribe dictation.
• Performs related work as required

Qualifications:
Education and Experience:

• Completion of the 12th school grade including or supplemented by courses in commercial subjects, typing, word processing and some related experience; OR an equivalent combination of training and experience.

Knowledge, Abilities and Skills:

• Considerable knowledge of the practices and procedures used in the operation of word processing equipment and of its capabilities as related to the work performed.
• Considerable knowledge of business English, spelling, punctuation and arithmetic.
• Sound knowledge of modern office practices and procedures.
• Working knowledge of departmental and other regulations, rules, procedures and practices that relate to the position occupied or which govern worksite activities and employee behaviour.
• Working knowledge of departmental functions, responsibilities and activities.
• Ability to perform a variety of clerical, data entry, word-processing, bookkeeping, secretarial, receptionist or other office support functions.
• Ability to prepare routine reports, correspondence and memoranda related to the work.
• Ability to communicate effectively with the public and other staff in supplying factual information and assistance.
• Skill in typing (keyboarding) rapidly and accurately where applicable to the position.

Business Unit/Department: Finance & Supply Chain Mgmt (1150) 

Affiliation: CUPE 15 Non Pks 

Employment Type: Temporary Full Time 

Position Start Date: November, 2024

Position End Date: February, 2025

Salary Information: Pay Grade GR-013: $27.04 to $31.66 per hour

Number of Vacancies: 3 

Application Close: October 6th, 2024

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 departmental correspondence and creates and edits presentations, including PowerPoint.  Prepares, photocopies and distributes reports, presentations, correspondence and spreadsheets as required.
• Carries out preliminary investigations to gather information for the Director and/or Assistant Director(s).  Conducts preliminary interviews with the public filing complaints about employees and/or service delivery, carries out preliminary criminal record checks on bargaining unit staff with Police Departments and forwards as required.
• Develops, leads and implements a variety of departmental administrative quality control projects as assigned on behalf of the Director and/or Assistant Director(s).  Monitors records, identifies gaps in established policies and procedures and makes recommendations to address identified issues.
• Organizes materials for, participates in, and prepares minutes for various City committees /meetings, including the Community Services Department Head’s meetings and Departmental Manager Meetings. 
• Manages the Department’s flow of documents and inquiries.  Screens, reviews, edits and proofreads the Director’s correspondence, including e-mail, telephone calls, and voice mail. 
• Makes decisions in the absence of the Director(s) by determining if an issue needs to be forwarded to the GM, GM Executive Assistant, or may be dealt with by another senior leader.
• Researches, analyzes, summarizes, prepares and distributes a variety of reports, including budget reports, staff movement and turnover, statistics (permits, inspections, license applications etc.), presentations and spreadsheets for the Directors and/or Assistant Director(s) action.  Maintains active project files and handles confidential materials. 
• Reviews draft job descriptions and job evaluation requests for staff, ensures consistency with established departmental policies and procedures and communicates with bargaining unit staff and managers.  Reviews parking decal assignments for departmental staff to ensure applicability with corporate policies.
• Reviews administrative processes and/or statistical reports related to the quality and quantity of services to identify issues/trends.  Recommends solutions aimed at ensuring optimal efficiency within the department to address service delivery gaps for consideration by the Directors and/or Assistant Director(s).
• Screens  signing documents such as refunds for permit and license fees, staff travel/expense forms, DLC waiver forms, HR offer letters, and purchasing requests ensuring departmental procedures and policies have been met prior to the Director’s signature.
• Develops and maintains departmental filing systems, tracks and follows-up on correspondence and inquiries on a variety of administrative, financial and human resource issues, ensuring that responses to requests for information from the public, Mayor and Council, and other City departments are completed in a timely manner.
• Conducts background research and investigations on a variety of regulatory and inter-governmental type issues related to permitting, inspections, licensing, animal control and administrative type issues.  Researches and compiles alternate service delivery models, statistical information related to compliance rates and monitor inspection level activities within various inspection branches providing service to the public. 
• Leads, develops, implements and maintains a variety of departmental databases for employees on information such as technical and administrative policies and procedures and information related to the design and construction of buildings, business industries as well as other stakeholders and the general public.
• Provides back up coverage for the GM’s Executive Assistant, Administrative Assistant III, and under exceptional circumstances, provides back up coverage for the Business Services Manager.
• Schedules and tracks annual performance reviews for Directors and electronically files their teams’ performance reviews.
• Create and submit Electronic Staff Actions Forms, Electronic Compensation Authorization Forms and SuccessFactors Job Requisitions.
• Monitors TFT roles and follows up with Managers regarding extensions.
• Monitors outstanding job requisitions to ensure timely posting. 
• Performs other duties/responsibilities as assigned.

Qualifications

Education and Experience:

• Completion of grade 12 supplemented by courses in office administration
• Minimum of two to three years’ Executive Assistant experience, including experience working at the senior level handling sensitive and confidential information or an equivalent combination of education, training and experience.

Knowledge, Skills and Abilities:

• Excellent verbal and written communication skills;
• Highly developed customer service and interpersonal skills with the ability to communicate effectively both orally and in writing with a wide range of employees across the City, including the political level, the members of the public and external contacts; 
• Ability to exercise substantial discretion and deal with sensitive and confidential material in support of senior management, internal audit, and other sensitive areas of City business;
• Interpersonal skills to promote a supportive, respectful, and safe work environment;
• Ability to set priorities and meet goals in a timely manner;
• Ability to deal tactfully and effectively with a wide variety of internal and external contacts including comprehending and interpreting departmental rules and regulations;
• Ability to plan, organize and manage the work of a number of departmental staff while leading administrative type projects on behalf of the Business Services Manager, Directors and/or Assistant Director(s);Ability to record the minutes and report the proceedings of various departmental and committee meetings;
• Ability to be resourceful, flexible, adaptable and possess a high degree of common sense and initiative;
• Ability to research and gather information;
• Ability to make accurate complex arithmetical and statistical computations;
• Superior clerical, mathematical, and statistical aptitude and accuracy with skills at an advanced level using MS Office programs;
• Effective knowledge of correct punctuation, grammatical usage and a comprehensive vocabulary for preparation of business letters, reports and statements;
• Superior knowledge of departmental responsibilities as well as other departments within the City;
• Effective organizational skills to manage a changing workload, track and follow up/follow through on delayed assignments, projects and reports involving other departments;
• Ability to work independently and effectively with minimal supervision, prioritize work schedule, complete assigned duties within timelines;
• Independent judgement and action is exercised in complex and non-routine matters where decisions are made within the framework of established procedures; policy or unusual problems referred to the Directors.  An awareness of ongoing and sometimes sensitive issues and use of discretion in dealing with confidential matters is an essential component of this position.

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: Development, Buildings & Licensing (1250) 

Affiliation: Exempt 

Employment Type: Regular Full Time 

Position Start Date: November 2024

Salary Information: Pay Grade RNG-030: $56,567 to $70,714 per year

Application Close: October 8, 2024

Weekly Hours: 40 

Reporting to the Supervisor, Business Planning and Communications or designate, the position coordinates the delivery of arts, music and drama, and other cultural programs at the Arts Resource Centre and other recreational facilities.

Responsibilities:

• Developing and coordinating Arts, Music, Drama and other cultural programs
• Providing supervision and coordination of part-time staff
• Assisting in implementing City of Oshawa community special events
• Providing excellent customer service and support towards community groups
• Assisting in the development of operational budget and assisting in managing approved budget
• Supporting the development of policies and procedures to support arts, culture and heritage program development
• Providing administration and front desk support; and providing supervision of facility and working with Operations staff
• Support and demonstrate the City of Oshawa core values of Authenticity, Courage and Trust

Requirements:

• Demonstrated knowledge and skills normally associated with the completion of a two (2) year college diploma in Recreation and Leisure Studies, Visual and Creative Arts, or related field plus two (2) years’ experience in the Arts, Culture and Heritage programming field, with at least one (1) year of those years being municipal experience
• Knowledge of policies, issues and trends related to arts program development and best practices
• Knowledge of municipal government practices and procedures
• Training and skills in Program Development, Risk Management, Health and Safety, Community Development, and Project Management
• Knowledge of children, youth and adult educational practices, approaches and strategies in instruction, pedagogy, program planning and behavioural management
• Excellent written and verbal communication and interpersonal and customer service skills to deal effectively with volunteers, the general public and staff
• Established skills and experience using PC equipment, related software (i.e. Microsoft Office Suite) and IntelliManager or other registration software
• Ability to work independently and possess personal qualities of tact, diplomacy and patience
• Hold a valid Standard First Aid with CPR-C certificate
• Possession and maintenance of a valid unrestricted Ontario Driver's License, minimum Class "G"

Please be advised that position location as noted is at the time of posting and is subject to change, as required due to operational needs.

Main Purpose and Function
This Office Support Clerk III is responsible ensuring that time entry and HR action forms are accurate and align with CoV best practices and policies.  The OSCIII reviews and corrects time entry work of other clerical staff, providing training, guidance and trouble-shooting support as required.  Additionally, the OSCIII reviews, corrects, and tracks HR action forms, providing support and guidance to supervisors and managers throughout the process.  The OSCIII also performs time entry functions and provides general clerical support for the Park Board administrative office, including relief backup for other clerical staff as required. This role includes working with confidential information.

Specific Duties and Responsibilities

• Reviews and enters all payroll data bi-weekly for Beach Administration office, including CUPE 15, CUPE 1004 and Exempt staff.
• Confirms target hours for each employee, identifies missing or omitted information for management correction.
• Reviews and processes all corrections for time entry and activity allocation.
• Provides time entry guidance, trouble-shooting, training, and back-up for all sites within the Parks and Recreation Department.  
• Reviews, monitors and assists with employee quotas such as vacation and sick leave, provides information and policy/procedure guidance.
• Processes applications and administration of employee claims for WorkSafe BC, medium and long term disability (MTD & LTD), graduated return to work (GRTW).
• Reviews and processes applications and administration of employee benefits and new hires.
• Provides a primary point of contact for Corporate Payroll to troubleshoot time entry inconsistencies and inquires, and to clarify and correct payroll forms and documents.
• Provides recruitment, staff action form support and training for the Parks and Recreation department, including creating, correcting and tracking eSAFs and eCAFs where required.
• Receives payroll error reports and liaises with time entry clerks to resolve errors.
• Processes, maintains and monitors auxiliary/temporary employee hours and increments. Required to perform manual increment calculations.
• Assists Budget Analyst and HR with position control.
• Assists with new employee onboarding and orientation as requested, including preparing new employee orientation packages and ensuring organization charts and staff directories are updated.
• Creates, files and maintains accurate records of confidential personnel files for Parks & Recreation.
• Assists with identifying, documenting and implementing work process improvements, standardized forms and manuals.
• Tracks and enters training data and provides reports as required.
• Supports p-card reporting, reconciliation, and file management as required.
• Updates staff absence calendars when requested.
• Provides back-up reception duties to the Beach Administration office.
• Assists with meeting room set-up and clean-up as required.
• Takes minutes at staff meetings and prepares agendas as required.
• Performs other clerical duties/responsibilities as assigned.

Qualifications
Education and Experience

• Completion of Grade 12, supplemented by courses in administration and/or job related courses together with sound related experience performing administration responsibilities related to and including time entry and benefits administration in a unionized environment, or an equivalent combination of training and experience.  
• Completion of the CoV SAP Time Entry Course would be an asset

Knowledge, Skills and Abilities

• Sound knowledge and experience applicable to wage, salary, and time entry administration. 
• Thorough knowledge of business English, spelling, punctuation and math.
• Considerable knowledge of the applicable rules and regulations which govern departmental activities.
• Knowledge of office procedures and skill in the operation of office equipment. 
• Knowledge of the principles and practices for maintenance of office records and filing.
• Ability to understand and interpret oral and written instructions.
• Ability to understand and apply the regulations of the collective agreements for CUPE 15 and CUPE 1004 and the policies for Exempt staff.
• Ability to successfully, effectively, and tactfully deal with staff in interpreting and explaining policies, rules, regulations and processes.
• Ability to use tact, discretion, and maintain a high level of confidentiality.
• Ability to take action in solving problems while exhibiting good judgement.
• Ability to make repetitive and arithmetic calculations with speed and accuracy, and to adhere to rigid time schedules.
• Work effectively independently and in a team environment.
• Possess good organizational skills. 
• Handle a varied workload in a busy environment with frequent interruptions 
• Ability to evaluate work methods and procedures and make recommendations for appropriate changes.
• Skill in typing (keyboarding) rapidly and accurately 
• Proficiency using business software (e.g. SAP, CACS, VanDocs) and MS Office (Word, Excel, Outlook)

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: Board of Parks & Recreation (1400) 

Affiliation: CUPE 15 Parks 

Employment Type: Regular Full Time 

Position Start Date: November, 2024

Salary Information: Pay Grade GR-015: $29.2 to $34.3 per hour

Application Close: October 1, 2024