Administrative Assistant (Program Assistant I)
Position Status: Full-Time Regular
Department: Water Services
Employee Group: Teamsters Local 31
Location: Seymour Capilano Filtration Plant, North Vancouver
Salary Range/ Wage Rate: PG 17 $1,990.13 – $2,338.13 bi-weekly
Our Water Services Department is seeking a Program Assistant I who will provide effective and efficient support to the SCFP team to ensure smooth program delivery. This dynamic role works closely with the operations and maintenance teams at the plant and provides administrative support to the various teams. This include administrative, logistical and information management assistance to the plant Superintendent and other plant members, as well planning and coordination of team activities such as meetings, workshops, training, etc. The role supports First Aid at the plant and First Aid Level 2 is an asset.
You are: an enthusiastic, motivated independent thinker who can proactively deal with problems as they arise. You work well in a fast paced environment with different working groups.
- Assists in coordinating and facilitating the Division’s activities; tracks the processing of approvals, and orders; advises staff of pending deadlines and information requirements, keeps senior staff informed of status of various activities; maintains and prepares time sheets for department staff.
- Posts, compiles, checks, processes, maintains, and controls a variety of records, files, and statistics related to departmental operations; reconciles and balances complex activity control information requiring procedural determinations; performs non complex calculations as required; generates lists, invoices, and other information from databases and spreadsheets, identifies unutilized project resources and brings to the attention of a superior; monitors charges assessed for activities and issues purchase orders as required.
- Takes care of new employee set-ups, maintains security keys and radios, set up and maintenance of the janitorial services contract; organizes garbage and recycling services, diesel refueling, staff uniforms and supplies, First Aid Scheduling, Travel Authorizations, employee expense claims, minute taking for meetings for various teams, BMO Credit Card Co-Coordination.
- May supervise the work of one or more team members engaged in clerical and office support tasks; requisitions temporary clerical assistance as required.
- Develops, and upon approval, implements new and/or improved office methods and procedures to increase efficiency and accommodate department requirements and work schedules; prepares and maintains documentation on new procedures.
- Composes non routine correspondence, as required; types from rough draft or general instructions a variety of material including reports, correspondence, agendas, permits and other documents using word processing equipment; may attend meetings and take minutes or carries out assignments from instructions from meetings.
- Provides information and assistance to the public on a variety of matters pertaining to departmental operations, procedures, and services; handles inquiries requiring explanation of rules, regulations and procedures applicable to the work of the division where a variety of data is required to answer or resolve complaints or related matters; circulates applications to required agencies and follows up on status of same.
- Assists in planning and arranging information meetings, seminars, and workshops; gathers and organizes materials; attends meetings and takes notes as required; obtains information from external sources on assigned projects; researches file documentation, follows up on phone and written information inquiries.
- Monitors divisional administrative budget expenditures and checks that expenditures have been allocated to appropriate accounts; investigates variances between budgeted and actual expenditures and takes corrective action or notifies superior of potential cost over runs.
- Performs related work as required.
To be successful, you have:
- Completion of the 12th grade supplemented by commercial, computer and word processing courses, preferably completion of a certificate program in office or business administration, plus considerable related experience; OR an equivalent combination of training and experience.
- Considerable knowledge of the functions, regulations, and procedures governing divisional activities as related to the work performed.
- Considerable knowledge of modern office practices and procedures and of business English, spelling, punctuation and arithmetic and technical terminology applicable to the work performed.
- Considerable knowledge of computer applications as related to the work performed.
- Sound knowledge of the organization and functions of the department and related Greater Vancouver Regional District departments.
- Ability to assist in the coordination of divisional activities and to assess and act upon information requirements.
- Ability to work with minimal supervision and to develop and implement upon approval new and/or revised work methods and procedures.
- Ability to establish and maintain effective working relationships with a variety of contacts, provide information and assistance and function effectively while dealing with contentious matters and at times abuse from external contacts.
- Ability to arrange meetings, prepare agendas, take minutes, and follow up on actions from meetings.
- Ability to plan, assign, supervise and check the work of a small group of subordinates engaged in clerical and office support tasks.
- Ability to communicate effectively both verbally and in writing.
- Ability to compile, maintain, and control a variety of records, reports, and files, to compose non routine correspondence, and type a variety of material.
- Ability to operate standard office appliances including a computer terminal and word processing equipment and to develop and maintain databases, spreadsheets and other computer office support tools.
- Driver’s License for the Province of British Columbia. Vehicle is required for travel to the plant site
Note: The Program Assistant supports first aid duties at the plant and First Aid Level 2 is an asset.
Metro Vancouver embraces collaboration and innovation in providing sustainable regional services that contribute to a livable and resilient region and a healthy natural environment for current and future generations.
Please follow this link http://www.metrovancouver.org/about/careers/ to our Careers page where you can submit your application by February 26, 2021.
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