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Vancouver Fire and Rescue Services (VFRS) is committed to being the international leader in fire, rescue, community risk reduction, and staff safety and wellness. Located on the traditional, ancestral and unceded lands of the the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and Sel̓íl̓witulh (Tsleil-Waututh), Vancouver has a commitment to becoming a City of Reconciliation. Vancouver consistently ranks as one of the world’s most liveable cities and is working to be the greenest city in the world. Named among Canada’s Top Employers, and Canada’s Greenest Employers, the City of Vancouver seeks colleagues who can help shape and embody our core commitments to sustainability, decolonization, equity and outstanding quality of life for all residents.

Consider joining our team and being part of a dynamic, exciting, inclusive and rewarding workplace.

VFRS employs over 850 people, has 20 fire halls, a training site, and two fire prevention offices. In addition to fire suppression, VFRS provides pre-hospital care, vehicle rescue, marine response, hazardous materials response, technical rescue, and many other emergency services in Vancouver. We work to create safe communities through public education for all ages, fire prevention and inspection services, and by working closely with partner agencies and community groups.

Application Close: Open until vacancies filled

We are committed to service excellence and recruiting a diverse workforce that represents the community we so proudly serve. Indigenous applicants, people of colour, all genders, LGBTQ+ and persons with disabilities are encouraged to apply.

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

Salary Information: Training rate is 50% of full-time Bus Operator wage rate ($17.178/hr) (2024 Rates of Pay)

Note: Rates of pay after successful completion of training are as follows:

• 1st - 8th month - 85% of Bus Operator rate ($29.203/hr)
• 9th - 16th month - 90% of Bus Operator rate ($30.920/hr)
• 17th - 24th month - 95% of Bus Operator rate ($32.638/hr)
• After 24 months - Full Bus Operator rate ($34.356/hr) (2024 Rates of Pay)

Location: Transit Service, 1500 St.Laurent 
City: Ottawa, ON 
Job Category: Bus Operator; Transportation
Application Close: 31/10/2024

WHAT YOU NEED TO KNOW

• Language Requirement: Various language requirements, locations may require English only, French only OR Bilingual competencies. Some positions require English oral, reading, and writing. Some positions required French oral, reading and writing.       
• Police Record Check: The successful candidate will be required to complete a Vulnerable Sector Check with the Police Services detachment in their jurisdiction to the City of Ottawa’s satisfaction.; Police record checks completed by a third-party company will not be accepted.  
• Driver’s License Requirement: A valid Ontario unrestricted G class driver’s license (or provincial equivalent) with 0 demerit points accumulated to the City of Ottawa’s satisfaction. 
• Must be able to work shifts, weekends and statutory holidays at a variety of locations.; Additional vacancies may occur during the competition process

• Must be able to pass the Ministry of Transportation of Ontario (MTO) medical exam required to obtain a class "C" license prior to hire.

• 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.

Application Close: 08/10/2024

WHAT YOU NEED TO KNOW

• Language Requirement: Various Language Requirements       
• Police Record Check: The successful candidate will be required to complete a Vulnerable Sector Check with the Police Services detachment in their jurisdiction to the City of Ottawa’s satisfaction. 
• 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. 

Weekly Hours: Part time hours

Weekly Hours: 40 

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.

Application Close: 10/10/2024

WHAT YOU NEED TO KNOW

• Language Requirement: English oral, reading, writing       
• You may initially be paid 95% of your starting rate of pay, in accordance with the terms and conditions.
• 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. 

Application Close: 31/10/2024

The Community and Social Services Department is committed to an equitable and inclusive hiring process and supports a workforce that reflects the diverse population of Ottawa. In addition to meeting the operation requirements of the position, valued assets include:  

• lived experience and identity as a member of Indigenous, Black and/or People of Colour communities and/or as a Person with Disabilities, or member of other equity groups
• experience working with diverse communities or groups historically facing the greatest systemic and structural barriers
• knowledge of social welfare systems, community demographics and the related social economic realities of diverse groups  
• demonstrated understanding of the value of diversity and inclusion in the workplace  
• ability to apply an equity and inclusion lens to customer service and to internal decision-making processes  
• the ability to communicate in a language other than French or English

WHAT YOU NEED TO KNOW

• Language Requirement: Various Language Requirements       
• Police Record Check: The successful candidate will be required to complete a Vulnerable Sector Check with the Police Services detachment in their jurisdiction to the City of Ottawa’s satisfaction.; Note: Under the age of 18, requires a Criminal Record and Judicial Matters check in place of the Vulnerable Sector Check.  
• You may initially be paid 95% of your starting rate of pay, in accordance with the collective agreement. 
• 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.