Administrative Assistant III

Located on the traditional, ancestral and unceded lands of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh Úxwumixw (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.

Requisition

The Administrative Assistant III works closely with the General Manager and Directors of the Vancouver Board of Parks and Recreation. The position is responsible for providing an extensive range of confidential and sensitive administrative support, ranging from complex to routine, in a fast-paced environment.

• Plans, organizes and manages the Directors’ calendars, priorities, appointments, internal and external meetings workshops, etc.
• Manages the flow/storage of documents and inquiries; 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: budget reports, departmental re-organizational structures, grievances, disciplinary letters, performance or attendance management files, contract negotiations, and council reports.
• Proactively 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, calculating the estimated expenses to be incurred, and preparing necessary documentation.
• Maintains confidential databases; inputs, updates, reviews, extracts, researches and generates reports.
• Handles reports from Branches for GM/Director review and signature.
• Prepares, distributes, photocopies, etc., reports, presentations, correspondence, spreadsheets, etc.
• Acts as an administrative resource for the Park Board with software like Excel, Outlook and Van Docs.
• 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 for appropriate action.
• Liaises with employees, Unions, government officials and legal counsel for information sharing, exchange purposes and complaint management.
• Manages media calls by determining the subject, deadlines, and appropriate follow through.
• Prepares Staff Action Forms and Compensation Action Forms, as required.
• Responsible for SAP time entry and reporting and updating personnel files.
• Provides backup/support for other administrative staff.
• Other duties/responsibilities as assigned.

Education and Experience:

• Completion of Grade 12, including or supplemented by related administrative courses.
• Minimum 3 years of experience working in a fast paced and challenging service-based environment with a preference given to public service and professional office experience.

• Extensive knowledge of office practices and procedures.
• Excellent interpersonal and communication skills, including a thorough knowledge of business English, spelling, punctuation and business math.
• Ability to exercise substantial discretion and deal with highly sensitive and confidential information in support of senior management, internal audit, and other sensitive areas of City business.
• Good judgement and constant initiative and diplomacy.
• Heightened ability to anticipate and proactively deal with issues/problems before…