Administrative Assistant Iii - Vancouver, Canada - The City of Vancouver

The City of Vancouver

Verified Company

Vancouver, Canada

5 days ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Requisition ID:37776

Company

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 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 & Function

The Administrative Assistant (AA) works closely with the Managing Director, Departmental Services and Partners Agreement and Manager, Administration Services and other senior level managers within the departments and is responsible for providing an extensive range of confidential and sensitive administrative support in a fast-paced environment.

The position provides admin supports to the Departments' senior management team with the development, implementation and monitoring of a variety of projects to ensure departmental consistency, many of which may have a direct impact on labour relations.

Key Contacts and Reporting Relationships
Reporting to the Manager, Administration Service to provide administrative support for Departmental Services and Partners Agreement (DSPA) as required.

The Admin Assistant (AA) maintains ongoing contact with other senior staff and their administrative assistants throughout the City of Vancouver.

Specific Duties & Responsibilities

Plans, organizes and manages the executive calendars, priorities, appointments, internal and external meetings workshops etc. for the Managing Director, DSPA and others, as needed.
Supports recruitment processes including shortlisting, scheduling interviews and testing, reference checks, coordinating with HR department for offer letters, preparing extensions letters, and managing recruitment related records in Vandocs.
Handles sensitive and confidential documents, including: budget reports, departmental reorganizational structures, grievances, disciplinary letters, performance or attendance management files, contract negotiations, and council reports.
Manages, organizes and maintains ACCS Department paper and digital Personnel files containing confidential and personal information in a discreet manner, creates Vandoc files and folders for new employees to accurately file sensitive/confidential information using proper naming conventions, archives records of retired or resigned employees,
Maintains and manages records of performance plans and reviews for all ACCS staff and followups for noncompliance as and when required.
Supports the development of process and workflows, ensuring processes are effectively communicated across ACCS.
Coordinates meetings and logistics for DSPA (e.g. scheduling attendees, room procurement, equipment, food/refreshments and minute taking/compiling/distribution).
Maintains confidential databases; inputs, updates, reviews, extracts, researches and generates reports.
Handles reports from various divisions of ACCS for MDs review and signature.
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.
Liaises with employees, Unions, government officials and legal counsel for information sharing, exchange purposes and complaint management.
Prepares Staff Action Forms and Compensation Action Forms for DSPA, as required.
Responsible for DSPA SAP time entry and reporting and updating personnel files.
Uses excellent judgment to prioritize and determine urgency of issues and if necessary escalates issue to the appropriate level of management.
Organizes efficient and economical travel arrangements; scheduling transportation and car share arrangements; calculating the estimated expenses to be incurred; preparing and processing the necessary documentation.
Screens DSPA financial signing documents such as MasterCard(s), staff travel/expense forms and purchasing requests ensuring departmental procedures and policies have been met prior to the Manager/Managing Director's signature.
Communicates information regarding City Council and Standing Committee agendas, including In-Camera agendas and advises DSPA of any significant items. Also communicates information about a variety of meetings such as CLT, Steering Committees, Task Forces, project work etc. for deadlines, meetings and critical management issues and communicates department related matters to executive staff
Proved backup/support for other ACCS Administrative Assistants.
Performs other duties/respo