Administrative Professional (Program Assistant I)
Metro Vancouver
Vancouver, Canada
11d ago

Full-Time Temporary (This position to last not later than August 2, 2019)

Our Water Services Department is seeking an Administrative Professional (Program Assistant I) who will assist our Public Involvement group in organizing public consultation events, scheduling meetings, managing mail outs, monitoring budget activities, along with the day to day activities of the group.

You are an outgoing person who likes to work in a team environment. You are very organized, with a keen eye for detail.

In this role, you will :

  • Assist in coordinating and facilitating the Division's activities related to legislative mandates; track the processing of permits, approvals, and orders;
  • advise staff of pending deadlines and information requirements, keep senior staff informed of status of various activities;
  • coordinate efforts to resolve issues of nonpayment of fees or appeals / reviews of fee assessments; maintain and prepare time sheets for department staff.

  • Post, compile, check, process, maintain, and control a variety of records, files, and statistics related to departmental operations;
  • reconcile and balance complex activity control information requiring procedural determinations; perform non complex calculations as required;
  • generate lists, invoices, and other information from databases and spreadsheets, identify unutilized project resources and bring to the attention of a superior;
  • monitor charges assessed for activities and issues purchase orders as required.

    May supervise the work of one or more subordinates engaged in clerical and office support tasks; requisitions temporary clerical assistance as required.

  • Develop, and upon approval, implement new and / or improved office methods and procedures to increase efficiency and accommodate department requirements and work schedules;
  • prepare and maintain documentation on new procedures.

  • Compose non routine correspondence, as required; type 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.

  • Provide information and assistance to the public on a variety of matters pertaining to departmental operations, procedures, and services;
  • handle 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;
  • circulate applications to required agencies and follows up on status of same.

  • Assist in planning and arranging information meetings, seminars, and workshops; gather and organize materials; attend meetings and take notes as required;
  • obtain information from external sources on assigned projects; research file documentation, follow up on phone and written information inquiries.

  • Monitor divisional administrative budget expenditures and check that expenditures have been allocated to appropriate accounts;
  • investigate variances between budgeted and actual expenditures and take corrective action or notify superior of potential cost over runs.

  • Perform 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.
  • Our Vision :

    Metro Vancouver seeks to achieve what humanity aspires to on a global basis the highest quality of life embracing cultural vitality, economic prosperity, social justice and compassion, all nurtured in and by a beautiful and healthy natural environment.

    While we greatly appreciate all the replies we receive, regretfully only those selected for an interview will be contacted.

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