Administrative Professional (Program Assistant I)
Position Status: Full-Time Regular
Department: Regional Planning & Housing Services
Employee Group: Teamsters Local 31
Location: 4730 Kingsway, Burnaby
Salary Range/ Wage Rate: PG 17 $1,990.13 – $2,338.13 bi-weekly
Our Regional Planning & Housing Services Department is seeking a Program Assistant I who will assist the Regional Planning Division with providing staff support, coordinates meetings, process documents, records management, and other administrative duties as required.
You are: driven, positive, have excellent communication skills, and enjoy working as part of a team.
- Assists in coordinating and facilitating the Division’s activities; tracks the processing of approvals, meeting agendas, and reports. Advises staff of pending deadlines and information requirements, keeps senior staff informed of status of various activities; coordinates efforts to resolve issues.
- Monitors schedules and appointments for the Director; responds to requests from staff concerning policy and procedures. Liaises with staff, elected officials and the public regarding services.
- Posts, compiles, checks, processes, maintains, and controls a variety of records, files, related to departmental operations; generates lists, invoices, and other information.
- May supervise the work of one or more subordinates 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, and other documents using word processing equipment.
- Assists as backup support to the coordinator of political committees, coordinates in planning and arranging of advisory and subcommittee meetings, staff meetings, seminars, and workshops; gathers and organizes materials; attends meetings and takes minutes 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.
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 December 4, 2020.
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