All jobs within 50 km around New Westminster in Administrative Jobs

Main Purpose and Function
This position is office support work of moderate complexity and some variety, incumbents of positions assigned to this class require a sound knowledge of childcare departmental practices and operations and exercise some initiative in planning the sequence of duties and the work methods to be employed. There is a greater complexity of clerical duties and the exercise of independent judgement, decisions are based on sound understanding of how the childcare department works. The work is performed in accordance with established procedures and under general supervision with difficult or unusual problems being referred to the supervisor.

Specific Duties/Responsibilities

The role of Office Support III is to support the Child Care Manager to:

• Keep records related to human resources, program policies and procedures, department statistics.
• Prepares and processes various forms and documents.
• Maintains a large volume of records and files, both manual and computerized.
• Takes meeting minutes and meeting set up and preparation.
• Prepares forms and documents as required.
• Completes childcare monthly reporting and grant writing.
• Composes and types non-routine letter or correspondence.
• Establishes and maintains effective working relationships with a variety of internal and external contacts and provides information and assistance as required.
• Performs related work as required.

Qualifications

• Completion of the 12th school grade and sound related experience or an equivalent combination of training and experience.
• Thorough knowledge of business English, spelling, punctuation, and arithmetic.
• Considerable knowledge of modern office practices and procedures.
• Sound knowledge of departmental and other policies, regulations, rules, procedures, and practices that relate to the position occupied or which govern worksite activities and employee behavior. 
• Sound knowledge of departmental functions, responsibilities, and activities. 
• Working knowledge of supervisor practices and techniques. 
• Ability in typing (keyboarding) rapidly and accurately where applicable to the position.
• Ability to independently perform office support functions of moderate complexity.
• Ability to communicate effectively both orally and in writing and to prepare non routine reports, correspondence and memoranda related to the work.
• Ability to deal with interruptions while maintaining a cheerful customer service attitude.
• The incumbent will be required to operate common office equipment, be proficient in Microsoft Office Suite (Word, Excel, and Outlook) have a good knowledge of ActiveNet (Safari), and Sincron HR Software.
• Available to work 21 hours per week with some flexibility on scheduling hours.

Where operationally appropriate and subject to change, this position allows remote work 1-2 days per week; flexibility of remote days is required.

Business Unit/Department: Britannia Community Services Centre  

Affiliation: CUPE 15 Non Pks 

Employment Type: Auxiliary/Casual 

Position Start Date: November, 2024 

Number of Positions: Multiple

Salary Information: Pay Grade GR-015: $29.20 per hour 

Resumes can be mailed to:

Marina Montiel-Mahseredjian – Office Administrator

Britannia Community Services Centre

1661 Napier Street

Vancouver, BC V5L 4X4

or emailed to: [email protected]

or faxed to: 604-718-5858, attention: Marina Montiel-Mahseredjian

Application Close: November 8th, 2024 

CIBC’s Wood Gundy team  is the full-service brokerage division of CIBC serving our high net worth clientele. As an Administrative Assistant you will be responsible for providing administrative support to the Investment Advisor team in our Wood Gundy brokerage. You’ll work closely with the team of Advisors as they plan and manage client investments. You’ll play a key part in supporting and servicing high net worth client accounts. You’ll provide ongoing support to a team that goes above and beyond for their clients.  This position is a great opportunity to learn the investment business in a professional, dynamic work environment with one of Canada's leading Brokerage.

End Date: October 19, 2024 (3 days left to apply)

At CIBC we enable the work environment most optimal for you to thrive in your role. To successfully perform the work, you’ll be on-site full-time Monday through Friday.

The base salary range for this role is $47,420.00 - 59,740.00 CAD Annual.

How you'll succeed

• Administrative Support - Maintain compliance standards in client dealings/client files. Conduct administrative activities and engage in administrative processes associated with supporting the IA(s) and teams. Engage in all marketing and business development activities and assist in the development of investment plans and written proposals for prospects and clients. As determined by the IA, assist in processes to direct assets into suitable financial products based on the client’s risk reward tolerances and demographic profile.

• Client Engagement - Connect on a personal level to make every interaction meaningful. Enhance relationships by collaborating with your team and providing administrative support to ensure client needs are met. Respond to requests by answering questions and providing an exceptional experience.

• Relationship Building - Heighten CIBC brand awareness in your community by attending local events and participating in marketing and outreach activities. Grow your network to create lasting connections that will generate future opportunities. Work closely with your team to connect clients with the right opportunities.

• Organizational Skills - Support Investment Advisors by providing timely responses to client requests and maintaining compliance standards in all files. Enable team success by improving team productivity, proactively uncovering business opportunities, and helping to direct assets into the right financial products.

Who you are

• You put our clients first. You engage with purpose to find the right solutions. You go the extra mile, because it’s the right thing to do.

• You engage with your heart and mind. You care about people and understand different perspectives. You listen and learn from the experiences of others.

• You understand that success is in the details. Your critical thinking skills help to inform your decision making.

• You’re passionate about people. You find meaning in relationships, and surround yourself with a diverse network of partner. You build trust through respect and authenticity.

• Values matter to you. You bring your real self to work and you live our values - trust, teamwork, and accountability.

What CIBC Offers

At CIBC, your goals are a priority. We start with your strengths and ambitions as an employee and strive to create opportunities to tap into your potential.

• We work to recognize you in meaningful, personalized ways including a competitive compensation, a banking benefit*, wellbeing support and additional offers such as employee and family assistance programs and MomentMakers, our social, points-based recognition program.

• Our spaces and technological toolkit will make it simple to bring together great minds to create innovative solutions that make a difference for our clients.

*Subject to program terms and conditions

What you need to know

• CIBC is committed to creating an inclusive environment where all team members and clients feel like they belong. We seek applicants with a wide range of abilities and we provide an accessible candidate experience. If you need accommodation, please contact [email protected]

• You need to be legally eligible to work at the location(s) specified above and, where applicable, must have a valid work or study permit

• We may ask you to complete an attribute-based assessment and other skills tests (such as simulation, coding, French proficiency, MS Office). Our goal for the application process is to get to know more about you, all that you have to offer, and give you the opportunity to learn more about us.

Expected End Date

2025-04-30

Job Location

Vancouver-1055 Dunsmuir-2500

Employment Type

Temporary (Fixed Term)

Weekly Hours

37.5

Skills

Accountability, Activity Coordination, Interpersonal Communication, Multitasking, Office Administration, Organizational Efficiency, Personal Initiative

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

The Staffing Clerk is responsible for planning and preparing rotational work schedules to meet operational needs.

Formula for Success:

• Assesses and plans staffing requirements to meet operational needs and processes within the Supply Chain Department
• Prepares, maintains and posts work schedules
• Performs timekeeping
• Maintains records on relief staff such as names, addresses, phone numbers, email addresses, availability for work, suitable work area and hours worked

Desired Education and Skills:

• Grade 12 plus four years' recent related experience or an equivalent combination of education, training, and experience
• Ability to type 45 wpm
• Ability to communicate effectively both verbally and in writing
• Ability to deal with others effectively
• Physical ability to carry out the duties of the position
• Ability to organize work
• Ability to operate related equipment

What We Offer You:

• Premiums paid according to the collective agreement
• Defined Benefits Pension Plan
• Employee discounts, wellness program, and much more

What you can expect:

• Works: Monday to Friday. Hours are 06:60 to 14:30. Rest days: Saturday and Sunday
• Physical requirements for the role include the ability to lift weights up to 10 kg.

What is the opportunity?

RBC Family Office Services assists clients in creating comprehensive financial plans and estate planning strategies. As the Regional Administration Coordinator you will be responsible for providing support to the Financial Planning Specialists, Will and Estate Consultants, and Business Owner – High Net Worth Planning Services Specialists to enable them to focus on providing superior client service.

What will you do?

• Oversee the efficiency of day-to-day operations

• Fulfill administrative duties: Printing, packaging ,and mailing of client reports

• Manage specialist calendars and meeting materials

• Complete monthly expense reports

• Maintain and order equipment and supplies

• Manage files and records, and complete travel arrangements

• Assist with preparations for business seminars and special events  

What do you need to succeed?

Must have:

• A minimum of two years of experience in a similar position in the financial industry

• Strong working knowledge of Microsoft Office

• Effective written, verbal and electronic communication skills

• Self-motivated and able to work with minimal supervision

• Ability to work effectively with others and be perceived as a team player

• Ability to work under pressure to meet deadlines

• Good attention to detail

• Strong time management skills

Nice to have:

• IFIC

• CSC

What’s in it for you?

We thrive on the challenge to be our best, progressive thinking to keep growing, and working together to deliver trusted advice to help our clients thrive and communities prosper. We care about each other, reaching our potential, making a difference to our communities, and achieving success that is mutual:

• A world-class training program in financial services

• Work in a dynamic, collaborative, progressive, and high-performing team

• Opportunities to take on progressively greater accountabilities

• Ability to make a difference and lasting impact  

Job Skills

Communication, Data Entry, Detail-Oriented, Email Services, Office Administration, Presentation Software, Spreadsheet Software, Teamwork, Time Management, Word Processing Software

Additional Job Details

VANCOUVER MAIN BRANCH (B), 1055 GEORGIA ST W:VANCOUVER

VANCOUVER

Canada

37.5

Full time

WEALTH MANAGEMENT

Regular

Salaried

2024-10-02

2024-10-31

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

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

Smythe is looking for an Administrative Assistant who can provide support on a range of activities for our Vancouver Accounting practice groups.

Responsibilities

• Provide support Partners and Managers with various administrative needs such as calendar management, arranging and coordinate meetings, travel, and other arrangements 

• Support Partners to ensure tasks and deadlines are met 

• Coordinate, prepare, edit and/or proofread documents such as correspondence, presentations, and reports using various software. 

• Answer and manage incoming calls from clients or potential clients 

• Uses interpersonal skills and makes sound judgments to decide how duties and responsibilities are completed. 

• Liaise with internal staff at all levels to resolve administrative inquiries 

• Draft minutes of meetings for review 

• Prepare client materials and documents 

• Maintain electronic filing system 

• Prepare written responses to routine inquiries (CRA follow-up correspondence, forward mail to clients, etc.) 

• Assist in the preparation and submission of time and expense reports for the partner(s) supported. 

• Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents 

• Update and ensure the accuracy of the organization's databases 

• General clerical duties include scanning, photocopying, faxing, mailing, filing and retrieving documents, referencing materials, maintaining spreadsheets, and ad-hoc tasks as required 

What we are looking for 

• 1+ years of experience in an office environment would be an asset as would experience in a professional services firm 

• Advanced skills with Office365 and Adobe products. In particular, Outlook, Excel, PowerPoint, and Acrobat 

• Proficiency to quickly learn software and adopt new technology 

• Good judgment and analytical skills with a strong focus on attention to detail 

• Proven ability to deal with sensitive materials with a high degree of tact and discretion 

• Excellent client service and interpersonal skills 

• Excellent command of verbal and written English, with proven ability to communicate clearly and professionally 

• Strong project management skills with a proven track record with time management, meeting deadlines, organization, and ownership of assigned tasks 

• Excellent judgment and strong problem-solving skills 

You will need to 

• Occasional extra hours and attendance at events outside the regular workweek 

• Must be able to lift up to 25lbs 

The opportunity

Professional Administration. Individual & Integrated Team Support.

To provide professional administrative support to the BC Banking Region while maintaining a high level of confidentiality and professionalism. This position plays an integral role in ensuring efficiency and effectiveness in key support and administrative processes for the regions ensuring a positive and supportive team environment while providing excellent service to team members and clients. This includes general administrative support for the regional leadership teams, including expense, invoice and travel management, support for team activities, on premise admin support, assistance with budget tracking, meeting and communication support, and other coordination duties as required.

Specific accountabilities

• Receive incoming invoices, validate to budget detail and prepare payment coding instruction details for Accounts Payable, ensuring the proper signatory authorizations are obtained.

• Setting up contracts and blanket purchase orders for contract services.

• General budget tracking, as required.

• Support leaders with timely and accurate expense management (personal expenses and corporate expenses).

• Coordinate facility services, including seating/office plans, repair or maintenance, key/lock management, procurement of new furnishings

• Booking of rooms and organizing meetings for department level as required

• Other administrative duties, as assigned inclusive of: minute-taking, filing, invoicing, ordering office supplies at the discretion of business leaders

• Coordinates all travel/meeting arrangements and booking for the leadership team

• Manage incoming and outgoing correspondence per leader direction, as required.

• Manage travel requirements as assigned including airfare, and accommodations in line with CWB group travel policy. Support expense claim management process, as required.

• Receive incoming/forwarded phone calls in a professional manner, taking and distributing messages.

• Ordering and maintaining stationary supplies and supply room

• Capture and input information, both for presentation and storage, into the appropriate software

• Coordinating tasks within the department as assigned (e.g., ordering lunches, consolidating data, etc.)

• Other administrative duties, as assigned inclusive of: meeting arrangements, minute-taking, filing, invoicing, meeting bookings, ordering office and kitchen supplies, mail runs and distribution of the daily mail

• Maintain strict confidentiality of employee information and leader interactions.

• Prepare and regularly review annual goals and career development plan with manager/supervisor

• Promote cooperation and commitment within the CWB Group towards the attainment of common goals enabling productive group interactions

Knowledge, Skills and Abilities

Education

Some post-secondary education and/or learning courses preferred

Professional Experience

Minimum 3-year administrative experience

Personal Competencies

• Portray a team player and a “can do” and proactive attitude at all times

• Excellent administrative and organizational skills with the ability to prioritize job responsibilities and manage high volumes of information effectively, particularly as this role supports multiple leaders at once

• Proficiency with Microsoft Office suite of products, including but not limited to Outlook, Word, Excel

• Able to deal with people sensitively, tactfully, diplomatically and professionally at all times

• Demonstrated ability to build and maintain relationships with management, staff, and clients to enhance professionalism and productivity

• Ability to execute role tasks with a high degree of confidentiality and professional discretion.

• Strong and highly flexible, solid interpersonal and communication skills, both written and verbal, that allow one to work effectively in a diverse environment

• Good analytical skills with strong attention to detail

• Clearly conveys information using the tools necessary, engaging the audience to ensure the message is delivered and understood, creating a positive first impression with confidence and respect

• Ability to work effectively with minimal supervision

• Follows policies and procedures when completing tasks

• Takes personal responsibility

Why work with us?  

Your success is our obsession! And our award-winning culture & benefits back it up. 
 
Proudly recognized by Great Place to Work® in 2024 as one of Canada’s top 50 Best Workplaces & member of Waterstone Human Capital’s Most Admired Corporate CulturesTM Hall of Fame.  

Wellness matters. We offer an award-winning benefits package that includes: 

• Hybrid work environments 

• Everyday flexibility 

• Generous company-funded health coverage 

• Health care spending account 

• A flexible wellness program 

• generous time-away options to unplug, rest & recover  

Career development. We commit to our employees’ development and help them reach their professional goals with: 

Organization wide coaching services 

• Mentorship 

• Education support & training programs  

Bring your whole self to work. Inclusion is a journey requiring practice & experience to result in a powerful outcome. Your perspective matters & voice will be heard. Find community within the CWB family in our employee represented groups.  

#LI-NB1   

IND-BC

End Date: October 7, 2024 (11 days left to apply)

Job Summary:

Working collaboratively within their team and system-wide, the incumbent sorts and packs deliveries, assists the Driver in loading and unloading the delivery truck and helps the Shipping Clerk II with specified supervisory tasks. As required, the incumbent prepares print orders, and advises on production and formatting (set up and image enhancement).  The incumbent maintains stationery stock and general supplies, and receives and delivers requests for same.  Assignments are received from a superior or directly from other branches or divisions.    The incumbent represents the Library’s vision, mission and values by demonstrating and modeling conduct that reflects the library’s policies and procedures.

Job Requirements:

Education/Qualifications:

• Completion of the twelfth school grade including or supplemented by training in duplicating and reproduction equipment operation, plus some experience in the operation of equipment and printing production formats, and shipping and receiving work, OR equivalent combination of training and experience.

Knowledge, Skills & Abilities:

• Considerable knowledge of shipping-receiving methods and procedures, regulations, laws, and dispatch times
• Considerable knowledge of the operation, adjustment, set up and maintenance of fully automated duplicating equipment.
• Working knowledge of the papers and supplies used in various types of duplicating and reproduction processes.
• Working knowledge of routine filing, sorting, name and number checking and other related clerical tasks.
• Working knowledge of commonly used printing production formats; principles and accepted practices of form layout and design.
• Ability to exercise some independence of judgment in planning work schedules, and solving work problems within the context of well defined procedures or according to precedents.
• Ability to provide information regarding such items as commonly used printing production formats, work schedules, methods, materials, or costs.
• Ability to understand and carry out oral instructions effectively.
• Considerable mechanical aptitude.

Affiliation: CUPE 391
Employment Type: Regular Full-Time
Salary: $27.04 to $31.66 per hour 
Work Schedule: 

Monday to Friday 7:30am – 4:00pm

Note: Work schedules may change with reasonable notice

Closing date: Monday, September 2nd, 2024 at 11:59pm