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The Administrative Assistant III reports to the Associate Director of Park Operations, and supports the Park Operations Leadership team and Director of the Vancouver Board of Parks and Recreation. The position is responsible for providing an extensive range of confidential and sensitive administrative support, ranging from complex to routine, in a fast-paced environment. 

Specific Duties and Responsibilities

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

Qualifications
Education and Experience:

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

Knowledge, Skills and Abilities:

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

Where operationally appropriate and subject to change, the City of Vancouver has a Flexible Work Program. This program allows staff to work remotely 1 – 4 days a week from locations that are a daily commutable distance from their work at a City worksite.  At this time this position is eligible to be part of the Flexible Work Program.

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

Affiliation: Exempt 

Employment Type: Regular Full Time 

Position Start Date: September, 2024

Salary Information: Pay Grade RNG-030: $56567 to $70714 per annum

Application Close: August 9, 2024

This position is for our Extendicare Southwood Lakes Home, located in Windsor, Ontario.

What you’ll be doing

• Establish and implement goals, objectives and policies that follow regulatory requirements and are aligned with the organization’s values.
• Promote a positive and safe work environment for staff and residents
• Manage financial and physical resources for the Home
• Liaise and consult with residents, families and the community
• Manage the operations of the facility within budget

What you bring

• Post-secondary education
• Leadership or supervision experience required
• Active knowledge of Health Standards, Accreditation and resident-centered philosophies are required 
• Customer-focused attitude, with an emphasis on building and maintaining relationships
• Sound knowledge of basic accounting principles and applicable legislation

What you’ll get:

• Continuous mentorship, support for life-long learning and growth opportunities
• Opportunities for advancement and career growth within the organization
• A rewarding and meaningful work experience where you can enrich your life and the lives of others
• Employee Family Assistance Program
• Robust benefits package.

Reporting to the Manager, Parks Planning and Development and supporting the Facilities Management Services Branch, the Project Coordinator is responsible for providing project management services in the areas of parks design and construction with budgets typically ranging from $25,000 to $1,000,000.00. The Project Coordinator will undertake all aspects related to the capital delivery of parks development projects, including planning and design, procurement, and contract administration and will also provide landscape architectural expertise on cross-departmental capital projects and planning strategies.

Responsibilities:

• Providing project management services including scope of work, detailed design, drawings, oversees general contractor performance, substantial completion, warranty, formal project hand over and post construction project review;
• Coordinating of construction projects through ongoing field inspections, risk assessment, ensuring contract compliance, quality control, and adherence to health and safety standards;
• Manage, prioritize and plan project delivery for all Park redevelopment projects, including, improvements to parks, playgrounds, trails and splash pads etc. for City facilities;
• Managing the work of external consultants, including the coordination and review of landscape architectural work to ensure design consistency and quality for all aspects of Park Development projects;
• Provide policy and strategic advice to Management;
• Develop and coordinate Requests for Proposal (R.F.P.’s), Request for Quotation (R.F.Q.’s) and Request for Tender (R.F.T.’s) as per the City’s procurement bylaw for capital projects;
• Provide project management services including scope of work, detailed design, drawings, oversite of general contractors performance, substantial completion and warranty, formal project hand over and post construction project review;
• Approve invoices, progress draws, changes to the contract, process change orders, ensuring specifications are met and warranty and commissioning processes are followed;
• Provide technical expertise on cross-departmental capital projects and planning strategies;
• Coordinate construction projects through ongoing field inspections, risk assessment, ensuring contract compliance, quality control, and adherence to health and safety standards
• Act as a staff liaison to Advisory Committees as needed;
• Managing internal and external project stakeholders including multi-disciplinary consulting teams, internal corporate workgroups, senior staff, external agencies, special interest groups, and the general public by applying project management methodologies, tracking work plans, timelines and project deliverables;
• Researching industry standards and maintaining a current and progressive understanding of trends, legislation and innovative approaches to ensure best practices are used throughout the project process;
• Preparing concepts and cost estimates for proposed capital projects and providing input into the budget planning process for Parks Development; and
• Support and demonstrate the City of Oshawa core values of Authenticity, Courage and Trust

Requirements:

• Demonstrated knowledge and skill generally associated with the completion of a university degree or three (3) year college diploma in the fields of landscape architecture/design technology, architecture, construction management, engineering and seven (7) years in a municipal project management environment, preferably in municipal parks development or municipal capital projects developments.
• Project Management Professional (PMP) Certification and Project Management experience is considered an asset.
• Established skills in Microsoft Office Suite, Microsoft Office and experience using relevant software applications (i.e. AutoCAD, GIS, Bluebeam Revue, Adobe including Adobe Creative Suite).
• Demonstrated technical knowledge in the fields of landscape architecture, park design, architecture and/or engineering design and construction.
• Knowledge of workplace safety, building codes, and legislative requirements.
• Experience in preparation of financial and technical reports.
• Excellent project coordination, strong organizational, research and analytical skills.
• Highly developed interpersonal skills with the ability to communicate effectively, both orally and in writing, with staff, elected officials, external agencies, and the general public
• Demonstrated ability to work under pressure and on own initiative in order to meet rigid timelines
• Possession and maintenance of a valid unrestricted Class ‘G’ Ontario Drivers Licence

This position is eligible for hybrid work.

As a condition of employment, the City of Oshawa will require successful candidates to undergo a Criminal Records and Judicial Matters Check.

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.

Closing Date: August 4, 2024 

Core Job Purpose

The Administrative Support role provides coordination, logistical and administrative services to support the department. This includes arranging appointments, scheduling meetings, processing of correspondence, recording and preparing minutes, answering telephone inquiries and maintaining filing systems for the work unit.

1. 0 Key Accountabilities

The ideal candidate will be proactive, organized, technically savvy and service driven. They will be a trusted partner to team members within the Office of the City Clerk and will directly support City Council members. Key functions within this support role are to provide administrative support office functions; execute appropriate processes to ensure priority services are delivered in accordance with agreed upon levels of service and service standards. This position will give you the opportunity to share in corporate goals, interact with key stakeholders and be part of impactful accomplishments.

The Office of the City Clerk is a fast-paced environment with many competing priorities. Administrative Support must be highly organized and excel in meeting the needs of the Office of the City Clerk and the needs of City Councillors. The level of skill and professionalism necessary must provide customers and stakeholders with a feeling of service excellence. Exceptional judgment is required when setting priorities, organizing multiple tasks and activities while also maintaining a professional approach. Digital savviness and the ability to adapt to changing circumstances to effectively respond to work volume and time constraints to meet deadlines will be essential to success in this position. In this highly sensitive position, you will have regular access to confidential material relating to business, commercial and community interests, labour relations, as well as financial and personnel matters. At times, this confidential information may in part be shared between City administration, City Council, committees of City Council, community stakeholders, other levels of government and other agencies.

The ideal candidate will possess strong organizational skills and demonstrate exceptional attention to detail, ensuring precision in all aspects of their work.

We are seeking a candidate who will provide exceptional customer service while cultivating strong relationships. In this position, you will be required to consistently uphold a professional and diplomatic demeanor as you work closely with elected officials, the Executive Leadership Team and stakeholders.

1.1 Coordination and Planning

• Manage, organize and coordinate meeting and appointment schedules
• Collect, assemble and provide information packages – files, reports, correspondence and background materials
• Provides logistical support - confirm space, prepare agendas, assemble materials, ensure notices and information packages are sent out

1.2 Customer Service

• Responds to requests for information or materials from both internal and external parties
• Builds and maintains relationships between and across business departments
• This position must be sensitive and respond appropriately to the needs of all customers and be open and responsive to change

1.3 Recording and Documentation

• Prepare and assemble necessary background material and files, attend meetings to take notes and prepare follow-up correspondence
• Compose correspondence; type and proofread general correspondence, reports and other materials
• Assist with maintaining office filing system

2. Knowledge

• This position requires specific knowledge of standardized work methods and processes and the ability to apply that knowledge to define and develop practical solutions to a variety of situations
• Job knowledge combines standardized process knowledge with a general understanding of an administrative or operational area
• Knowledge is used for the completion of defined activities or tasks completed through the application of policies or procedures

3. Communications and Interpersonal Skills

• Interactions occur across a range of stakeholders with a focus on the provision of services or the exchange, collection and dissemination of information
• Interactions are not, typically, contentious but may involve receiving citizen/employee or other stakeholder complaints that are then forwarded to others for resolution

4. Complexity of Problem Solving and Decisions

• Solutions are achieved using past practice and/or process and policy
• Decision making focuses on the prioritization and sequencing of specific work tasks and responsibilities
• Situations may require some creativity and interpretation in order to choose the most appropriate course of action
• Decisions around priorities for this position are made on time requirements and understanding the nature of the work

5. Impact of Actions and Decisions

• Impact is typically experienced at the job level with a focus on:
  • Some time loss related to correcting errors within one’s own work
  • Positive experience/outcome by others as a result of the provision of service

6. People Leadership and Development

• Responsibility includes provision of advice/training to others for job-related training and onboarding of new employees
• May serve on committees and/or working groups

7. Physical, Visual, Auditory and Concentration Demands (PVAC)

• It is common that there are interruptions in workflow that impact concentration demands
• In minute/recording/transcribing/editing responsibilities, there is higher than typical visual, auditory and concentration demands

8. Environmental Working Conditions

• The majority of the work is undertaken in City facilities. The work environment is an office environment

Additional Requirements

• Successful candidate may be required to obtain and provide a satisfactory criminal record check, as per the City of Regina's Criminal Record Check Policy.

• Successful candidate will be required to provide proof of acquired education.

• Additional assessments may be conducted to evaluate competencies, knowledge, skills and abilities.

WHAT YOU NEED TO KNOW

• Language Requirement: Designated Bilingual – specific level of language proficiency: French: oral, reading, writing English: oral, reading, writing Candidates who do not meet language requirements will be required to participate in training.       
• Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic requirements. 
• Please save a copy of the job poster. Once the closing date has passed, it will no longer be available. 

We wish to thank all applicants for their interest and effort in applying for this position. Only candidates selected for interviews will be contacted. 

As an Administrative Associate you will be responsible for contributing to the overall success of one or more Wealth Advisors by ensuring a high level of client service achieved by effective administration and day-to-day trading of their business. 
  
IS THIS ROLE RIGHT FOR YOU

In the role you will:
 

• Ensure effective client administration by managing all administrative processes and escalations requiring investigation
• Consistently demonstrate high levels of client service by:
  • supporting the advisor in regular reviews of portfolios including entering client trades as directed by the client or Advisor and identifying client needs
  • responding to client inquiries, resolving issues and effecting client transactions in a timely and responsive manner
• Provide marketing assistance by coordinating materials, events, and seminars to increase/identify opportunities to grow assets and/or revenue
• Support the growth of the business by managing tracking reports for Wealth Advisors to review targets, recommendations, and financial plans/concepts  
• Build effective working relationships across various departmental and business line contacts by actively collaborating and sharing knowledge and experience

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

• Experience in the securities industry
• Already duly registered as an Investment Representative (IR) with CIRO
• 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.

Location(s):  Canada : Ontario : Toronto 

The primary objective of this position is to provide support to the project management team and coordinate daily road construction activities on various residential / commercial projects in Edmonton and surrounding area.  This position may require complete oversight of aspects of the project scope or coordination of various smaller projects as determined by the project requirements/ Project Manager

To apply, send your resume to: [email protected]. Please reference the Job Title you are applying for in your e-mail.

Responsibilities

• Aid in the pursuit of projects through the bid process. This may include aiding the writing of proposals, information gathering or other estimating tasks as assigned.
• Assist the estimating team on quantity take offs.
• In conjunction with the project manager and estimating team, prepare accurate and competitive cost estimates, schedules and quantity verifications
• Assist project kick off, including leading required scope preplanning, contact submissions including schedule, safety plans, eco plans and quality plans.
• For smaller projects, ensure project plans, coding and locates have been distributed to supervisors and crews.
• Ensure an understanding of project scope and productions.
• Responsible for all safety and environmental aspects on projects and at worksites in accordance with current OH&S and environmental regulations. Promote Lafarge’s safety culture.
• Project coordination including attending site meetings, identifying and pricing work extra to the contract, coordinating and scheduling the project with the customer, invoicing, collections, and resolving any disputes involving the customer and any other third parties.
• Collaborate with the project team including overseeing jr. coordinators and project support staff and collaborating with supervisors and crews.
• Verify job site quantities. This is done either through internal survey, external survey or plan take offs.
• Assist the Project Manager with monthly progress invoices, reporting monthly accruals and review and approve supplier and subcontractor invoices.
• Monitor project costs and financial reports. Provide feedback to operations and estimating departments.
• Direct liaison with customers, consultants and owners. Ensure that client satisfaction has been achieved.
• Collaborate with the accounting team to ensure cash collections and other accounting targets are being achieved.
• Ensure project close out items are completed including documentation hand overs and post constitution inspections are completed and approved.
• Complete project reviews and provide management a close out review upon season or project completion.
• Other tasks as assigned.

Qualifications

Educational Background:

• A diploma or degree in Civil Engineering with a C.E.T designation is preferred.  A combination of educational background along with skills/field experience will be considered.  

Experience:

• Minimum 2-5 years project coordination and field supervisory experience, estimating experience preferred.
• Experience managing projects valued $ 500,000 and above.
• General understanding of construction accounting.
• Experience managing a project team including jr. coordinators and project support staff.
• Computer literate.
• Understanding of Microsoft excel, Microsoft project, Bluebeam and Bid2Win estimating software.
• Strong understanding of road construction and all components including paving, sub-grade, gravel base course, concrete construction and related subcontractor operations.

As part of our dedicated focus on the health and safety of all employees, a pre-employment medical, including drug and alcohol testing and a criminal record check, may be required.

Requirements:

Languages: Candidates must have knowledge of the English Language
Education: Candidates don’t need standard educational qualification such as degree, certificate or diploma
Experience: Candidates don’t need experience although having experience is an asset
Security and safety: Bondable

Physical Requirements:

• The candidates should excel in a fast-paced work environment

Other Requirements:

• The candidates should possess the ability to multitask efficiently and be organized in managing multiple tasks
• The candidates should be team players, able to collaborate effectively with others

Candidate Status:

• Candidate must be a Canadian Citizen or temporary or permanent resident of Canada
• Candidate must have legal authorization (Work Permit) to work in Canada
• If Candidates are unable to fulfill above mentioned requirements, don’t apply for the position

Responsibilities:

• The candidates should be able to train other workers, record and prepare minutes of meetings, seminars, and conferences, and schedule and confirm appointments
• The candidates should be able to answer telephone and relay telephone calls and messages, answer electronic inquiries, and order office supplies and maintain inventory
• The candidates should be able to arrange travel, related itineraries, and make reservations, greet people and direct them to contacts or service areas, and type and proofread correspondence, forms, and other documents

How to apply:

If the position is fit for you and the basic requirements are fulfilled then you can now apply directly to the employer (along with your Resume) through the below-mentioned details

By email
[email protected]

Requirements:

Languages: Candidates must have knowledge of the English Language

Education: Candidates need standard educational qualifications such as a Secondary (high) school graduation certificate
Experience: Candidates don’t need experience, training will be provided

Candidate Status:

• Candidate must be a Canadian Citizen or temporary or permanent resident of Canada
• Candidate must have legal authorized (Work Permit) to work in Canada
• If Candidates are unable to fulfill above mentioned requirements, don’t apply for the position

Responsibilities:

• The candidates should be able to prepare bank reconciliations, prepare payroll
• The candidates should be able to invoice clients, costing and budgeting
• The candidates should be able to perform clerical duties, such as maintain filing and record systems, perform general office duties
• The candidates should be able to organize and maintain inventory, prepare financial statements and reports

How to apply:

If the position is fit for you and the basic requirements are fulfilled then you can now apply directly to the employer (along with your resume) through below mentioned details.

By email
[email protected]

Requirements:

Languages: Candidates must have knowledge of the English Language

Education: Candidates need standard educational qualifications such as a Secondary (high) school graduation certificate
Experience: Candidates should have experience of 1 to less than 2 years

Physical Requirements:

• The candidates should have the ability to work independently and thrive in a fast-paced environment
• The candidates should be capable of working under pressure and meeting tight deadlines
• The candidates should have attention to detail and be able to handle repetitive tasks

Other Requirements:

The candidates should exhibit excellent written communication and exercise good judgment

• The candidates should be team players with a client focus and demonstrate adaptability
• The candidates should be reliable, dependable, and quick learners

Candidate Status:

• Canadian citizens and permanent or temporary foreign workers of Canada are eligible for this position
• International Candidates who don’t have a valid Canadian work permit also can apply

Responsibilities:

• The candidates should be able to arrange and coordinate seminars, conferences, etc., and record and prepare minutes of meetings
• The candidates should be able to review HR projects to assure compliance with laws and regulations, establish and implement policies and procedures, and oversee the analysis of employee data and information
• The candidates should be able to answer the telephone, relay calls and messages, provide customer service, oversee the development of communication strategies, compile data, statistics, and other information, and oversee the preparation of reports

How to apply:

If the position is fit for you and the basic requirements are fulfilled then you can now apply directly to the employer (along with your Resume, Cover letter) through the below-mentioned details

By email
[email protected]

Hourly Rate/Salary: $ 58,942.00 - $ 78,592.00 
Hours of Work: 35 
Work Location: 950 Burnhamthorpe Rd W 
Department/Division/Section: CPS/Corporate Services Dept , CPS/Office of the City Clerk , Court Administration