Administrative Professional (Program Assistant I)

Metro Vancouver

Administrative Professional (Program Assistant I)

Full-Time Temporary (This position to last not later than March 29, 2019)
Location: 4730 Kingsway, Burnaby
Join us as we help shape the place people want to be – Metro Vancouver, one of the world’s most livable regions. The services and solutions we provide are the foundation of our region’s economic, ecological and social health.  This includes the areas of regional growth planning, air quality, water, liquid and solid waste management, regional parks, affordable housing and community engagement to over 2.5 million residents.  We don’t stop, we don’t close and we do what is right, for now and for future generations. 

We invite you to bring your skills, passion, and expertise to help us in our commitment to sustain and enhance our region’s livability. We offer competitive salaries; exceptional benefit packages with valuable pension plan; employee wellness and recognition programs; and many diverse opportunities for professional growth and development.

We deliver the exceptional services and solutions that have helped make this one of the most special, livable communities in the world, and we want you to join us.  Help us shape the future of the Metro Vancouver region, and shape the place people want to be.   

Our Housing Department is seeking an Administrative Professional (Program Assistant I) who will provide administrative support to the varied divisions within the department.

You are: An enthusiastic, detail-oriented, team-player with a keen interest in corporate safety and records management with strong experience providing administrative support to mid and upper level managerial roles.

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.
  • 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.
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. 

Please follow this link to our Careers page where you can submit your application by June 20, 2018.

Organization: Metro Vancouver
Location: Burnaby, BC
Region: Lower Mainland
Professional Category(s): Office Administration
Posted: June 6, 2018, 12:11 pm
Expires: June 20, 2018, 4:30 pm

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