Administrative Assistant III

at  The City of Vancouver

MINIMUM QUALIFICATION REQUIREMENTS

Education and Experience:
Completion of Grade 12, supplemented by courses in office administration and a minimum of three years’ 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
• 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
• Proficient in the use software applications and enterprise systems 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: Chief Safety Officer (1090)
Affiliation: Exempt
Employment Type: Temporary Full Time
Position Start Date: December 2024
Position End Date: October 2026
Salary Information: Pay Grade RNG-030: $56, 567 to $70, 714 per annum

MAIN PURPOSE AND FUNCTION

The Administrative Assistant supports the OCSO Executive Leadership Team and senior level managers 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. The position supports the OCSO ELT with the development, implementation and monitoring of of projects and initiatives to ensure departmental consistency.

SPECIFIC DUTIES/RESPONSIBILITIES

• Maintains the Directors’ calendars, plans, organizes and schedules priorities, appointments and internal and external meetings.
• Advises the Director(s) on key issues and concerns regarding meetings, urgencies and other priorities. Determines priority/urgency of issues and delegates requests as required.
• 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, calculates the estimated expenses to be incurred, and prepares relevant documentation.
• Maintains confidential databases; inputs, updates, reviews, extracts, researches and generates reports.
• Handles reports from Divisions for CSO/Director review and signature.
• Prepares, distributes, and photocopies reports, presentations, correspondence, spreadsheets
• 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 to Division/Senior staff in the organization for appropriate action.
• Liaises with employees, Unions, government officials and legal counsel for information sharing, exchange purposes and complaint management.
• Manages/triages media calls by determining the subject, deadlines, and appropriate follow through.
• Prepares Staff Action Forms and Compensation Action Forms, as required.
• Responsible for completing payroll time entry and reporting and updating personnel files.
• Provides backup/support for other OCSO administrative team.
• Other duties/responsibilities as assigned.