Administrative Assistant III - Front Office

Requisition ID: 33417 

Company

Located on the traditional, ancestral and unceded lands of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (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 towards being the greenest city in the world. 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, decolonization, 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.

 

Key Contacts and Reporting Relationships

This position reports to the Manager, Administration Services within the City Manager’s Office. Key contacts include the City Manager’s Office senior leadership team; City Leadership Team; elected officials, external stakeholders and other levels of government; senior staff across the organization and members of the public

 

Specific Duties & Responsibilities

  • Prepares City Manager email and memo’s 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
  • Prepares monthly and quarterly reports for the Manager, Administration Services including New Employee Orientation, Worksite Inspections and Absenteeism Reports
  • As a Travel Arranger, assigns departmental TCV numbers for approved travel within CMO Departments; coordinates travel and accommodation arrangements as required
  • 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 and call trees including Senior Staff Contact List (organizational wide), CLT Contact List, CLT Assistants Contact List and Emergency Call Trees
  • Provides administrative support to Sport Hosting Vancouver coordinating meeting and speaking engagement requests
  • Maintains the City Manager’s Office paper file system; 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 and Seagull Room. 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 courier and confidential shredding pickups; coordinates service calls for maintenance and repair of office equipment; sends RSVPs to event invitations on behalf of the City Manager and Deputy City Manager; 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 Administrative Assistant, BPPS
  • Other duties/responsibilities as assigned

 

Qualifications

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.
  • Experience in providing senior level administrative and clerical support to management, preference given to public service and professional office experience.
  • Superior clerical, accuracy and time entry skills; including through knowledge of MS Office programs including (Word, Excel, Outlook, PowerPoint) and Adobe PDF documents.

 

 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

 

Business Unit/Department: Office of the City Manager (1010) 

Employment Type: Temporary Full Time 

Position Start Date: November, 2021

Position End Date: December, 2022

 

Application Close: October 24, 2021
At the City of Vancouver, we are committed to recruiting a diverse workforce that represents the community we so proudly serve. Indigenous applicants, people of colour, all genders, LGBT2Q+ and persons with disabilities are encouraged to apply.  Accommodations will be provided upon request during the selection process.  If you would like to be considered for this exciting and impactful career opportunity, please apply through our careers site.

 

Before you click Apply now
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 approximate 5-10mins. Cover letters should express interest and highlight additional information relevant to the position and resumes should include a tailored summary of skills and experience related to the position.

 

We thank all applicants for their interest. However, only those selected for an interview will be contacted. Learn more about our commitment to diversity and inclusion.  


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