Administrative Assistant III

Requisition ID: 42978

Organization

Located on the traditional, ancestral and unceded lands of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) Peoples, Vancouver has a commitment to becoming a City of Reconciliation. Vancouver consistently ranks as one of the world's most liveable and environmentally sustainable cities. Named among Canada's Top 100 Employers, BC'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, reconciliation, equity and outstanding quality of life for all residents.

Consider joining our committed team of staff and being part of an innovative, inclusive and rewarding workplace.

Main Purpose and Function

The Administrative Assistant - Front Office provides an extensive range of confidential and sensitive administrative support to the City Manager's Office.

Specific Duties/Responsibilities

• Prepares City Manager email and memos to Mayor and Council for public release. Using email converter software, converts email to PDF; using adobe acrobat software redacts content including individual city email addresses and City Manager/Deputy City Manager contact detail; prepares PDF files for public release and quality checks all records.
• Tracks and monitors citizen feedback and issues management received by the Office of the City Manager. Follows up with senior staff on the timely resolution of issues.
• Logs receipt of strategic Council Summary Forms (CSFs) for both Regular and In Camera council, obtains City Manager approval and distributes according to City Manager direction ensuring appropriate city staff and concurring departments are notified of approval.
• Monitors the CM Office inbox, including receiving and compiling Draft Council Motions for City Manager review.
• Coordinates GVBOT corporate membership ticket purchases and disseminates information on upcoming events to CLT and CMO staff.
• Prepares monthly and quarterly reports for the Manager, Administration Services including New Employee Orientations, Worksite Inspections and Absenteeism Reports.
• Supports the Admin Manager with onboarding processes. This includes the execution of New Employee and Terminated Checklists, eSAF and eCAF processing, new employee orientations for new hires and transfers within the first 3 days.
• As a Travel Arranger, assists CMO staff with travel and accommodation arrangements ensuring travel policies and third party reimbursements are completed.
• As the Purchasing Card site coordinator, supports the Admin Manager in preparing monthly statement reports, coordinate approvals for all CMO departments, and is the liaison between CMO cardholders and P-Card administrator.
• Performs SAP transactional processing including time entry; ordering office supplies; creation of shopping carts; and processes invoices for payment.
• Updates business continuity reference material and grab-and-go boxes, according to the maintenance schedule.
• Maintains confidential contact lists, call trees, and templates; including Senior Staff Contact List (organizational wide), CLT Contact List, Emergency Call Trees, letter and memo templates.
• Provides administrative support to CMO divisions such as Sport Hosting Vancouver and Internal Audit; including coordinating meeting and speaking engagement requests.
• Maintains the City Manager's Office digital (Vandocs) and paper file system; as a DRC provides records management assistance to CMO; files correspondence; creates new files as required; logs and transfers records to off-site storage provider as per City retention schedules.
• Maintains the City Manager's Office Boardroom. Assists staff with loading presentations, operating wireless AV equipment and video conferencing.
• Performs a variety of Front Office duties including: receiving, screening and responding to telephone and in-person inquiries; coordinates incoming and outgoing mail, courier, and confidential shredding pickups; coordinates service calls for maintenance and repair of office equipment; keeps kitchen area in order and replenishes supplies when necessary; orders catering and/or prepares refreshments for meetings as required
• This position provides backup to the other Administrative Assistants in CMO
• Other duties/responsibilities as assigned

Minimum Qualification Requirements

Education and Experience:

• Grade twelve (12) supplemented by business courses
• Related experience as a Clerk I, or an equivalent combination of education, training and experience.

Knowledge, Skills and Abilities:

• Exceptional customer service and interpersonal skills, including a pleasant and professional attitude
• Ability to exercise tact and discretion in dealing with confidential or sensitive information
• Good knowledge of business English, spelling, grammar and arithmetic
• Ability to understand and follow oral and written instructions
• Ability to work well with continuous interruptions
• Ability to organize and prioritize work including a high level of attention to detail
• Ability to participate and work within a team environment
• Ability to build and maintain effective working relationships with all levels of staff and the general public
• Knowledge of office methods and procedures and in routine filing
• Ability to use related office equipment, including computers and related software packages (Microsoft Office and Teams)

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: Office of the City Manager (1010)

Affiliation: Exempt

Employment Type: Temporary Full Time

Position Start Date: February 2025

Position End Date: February 2026

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

Application Close: January 26, 2025

At the City of Vancouver, we are committed to recruiting a diverse workforce that represents the community we so proudly serve. Indigenous peoples, people of colour, 2SLGBTQ+ persons including all genders and persons with disabilities are encouraged to apply. Accommodations will be provided upon request during the selection process. Learn more about our commitment to diversity and inclusion.

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Once you start your application you can save your work and leave the applications page, however please remember to submit your profile to the specific job requisition before the posting closing date.

In addition to uploading your cover letter and resume, part of the application process may include answering application questions related to the preferred requirements of the role which may take approx. 5-10 minutes. Cover letters should express interest and highlight additional information relevant to the position and resumes should include a summary of skills and experience related to the position.