Confidential Assistant - FTT

at  TransLink

MARKETING STATEMENT

A career at TransLink and our family of companies means working with people with a wide range of skills and perspectives, all teaming up towards a common goal: preserving and enhancing the region’s world-envied quality of life. Together, we connect the region and enhance its livability by providing a sustainable transit and transportation network, embraced by our communities and people.
At TransLink we are dedicated to building a workforce that reflects the diversity of the communities in which we live. We’re committed to fostering an inclusive, equitable and accessible workplace, recognizing the unique value and skills every individual brings.
Looking for a great place to work where your contributions are valued and you can make a difference in a vibrant city? At TransLink, one of BC’s Top Employers, you’ll help make Metro Vancouver a better place to live, built on transportation excellence. Put your future in motion!

KEY ACCOUNTABILITIES

Provides confidential clerical and administrative support to the department by producing a variety of highly confidential correspondence, memos, presentation materials, spreadsheets and reports from researched data, drafts or verbal instructions; composes and prepares routine and mass mail correspondence; reviews documents for grammar, spelling, coding and simple mathematical accuracy; opens, reviews and distributes incoming mail.
Screens incoming calls for department, attending to routine enquiries from within TransLink and subsidiaries as well from outside agencies or representatives (in certain positions this may also include enquiries, complaints or commendations from customers), referring to others for response where appropriate; tracks and expedites information flowing in and out of the office; takes messages; provides information about departmental policy and procedures; follows up with managers and staff to ensure the complete and timely provision of information including responses to any customers/public enquiries or complaints.
Maintains filing and recording systems to ensure the efficient and secure storage and retrieval of correspondence, reports, reference material and other documents; compiles, updates and maintains procedural manuals. Maintains and updates spreadsheets and databases for tracking of department specific information, generating reports from those sources as requested.
Arranges appointments and meetings; coordinates calendar for department Director, including certain Managers at Director’s discretion; coordinates events, functions and travel arrangements; maintains business contact lists; retrieves, compiles and distributes reference material for meetings and takes and transcribes minutes.
Maintains employee information including employee timekeeping records, change of statuses, personnel contact lists and other related reports as requested.
Assists with preparation of departmental budgets. Monitors expenditures, processes departmental invoices and expense claims/receipts, and reports on variances by area.
Maintains and orders office supplies and arranges for the maintenance and repair of office equipment.
Provides administrative support to other projects, programs and related departments as required.

EDUCATION

The competencies for this position would typically be acquired through successful completion of Grade 12 and post-secondary courses in office administration and procedures.

EXPERIENCE

2 years of prior administrative experience in a client service-oriented environment, requiring a high degree of confidentiality.

OTHER REQUIREMENTS

Strong interpersonal skills including tact and diplomacy
Strong verbal and written communication skills
Solid analytical skills to input and format data within databases
Basic knowledge of accounting principles to assist in expense monitoring, budgeting and reporting.
Strong organizational skills to coordinate multiple tasks and projects
Solid knowledge of TransLink’s corporate structure, policies and programs.
Proficiency on all office software, including word processing, spreadsheet, presentation software, and web-based HRIS systems

PRIMARY PURPOSE

Provides confidential clerical and administrative support for various departments within TransLink and subsidiaries.