Metro Vancouver Hiring for Administrative Assistant III Job at Burnaby Full Time

Department: Human Resources and Corporate Services
Employee Group: Teamsters Local 31
Location: Lake City Operations Centre, Burnaby
Salary Range/ Wage Rate: PG 15 $1,909.65 – $2,243.15 bi-weekly

Our Human Resources and Corporate Services Department is seeking an Administrative Assistant III to be part of the MetroFleet team. MetroFleet is responsible for the fleet lifecycle management from planning, acquisition, maintenance, to disposal for all Metro Vancouver departments. Metro Vancouver owns, leases, and maintains approximately 850 units, including: light duty vehicles, heavy duty commercial vehicles including fire apparatus, commercial trailers, outdoor power equipment, heavy construction equipment (loaders, backhoes, graders, etc.), small equipment (pumps, compressors, generators, saws, hoists, blowers, etc.) and marine vessels.

You are a self-motivated, team oriented, reliable and dependable administrative professional, capable of suggesting and implementing continuous improvements. You have experience in fleet management, a focus on customer service, and the ability to thrive in a fast paced environment that supports operational, technical and client groups.

This role:

• Performs complex clerical and administrative duties for a superior and/or the superior’s subordinates; arranges appointments, meetings and logistics; maintains calendars; screens callers; processes confidential material; and prepares routine correspondence.
• Assembles, collates, edits, formats and types a variety of technical and administrative materials and other data for referral or action such as letters, notices, contracts, specifications, requisitions, progress estimates, reports, presentations, budget estimates, agendas, minutes and speeches.
• Takes instructions from and performs clerical and typing duties for a group of professional and technical employees.
• Prepares, posts and maintains soft and hard copy files and records using databases and electronic file management systems and in accordance with corporate records management standards.
• Processes incoming and outgoing mail, couriers and payments related to the work; and maintains office supplies.
• Retrieves and compiles statistical information and data; provides direction and assistance on a variety of office operations; and assigns clerical and typing duties to direct reports as required.
• Ensures for preparation, printing, deadlines adherence and distribution of committee agendas, minutes and materials; and attends meetings and takes minutes.
• Performs some duties of clerical superior in their absence.
• Enters and processes invoices, timesheet entries, work orders, purchase orders, requisitions, training and travel requests, expense claims, membership fees, tenant applications, accounts and notices, credit checks and cheque requisitions and other materials.
• Provides a variety of factual information and assistance to staff, business and government contacts and the public.
• Performs related work as required.

To be successful, you have:

• Completion of Grade 12, including or supplemented by business and administrative courses. Considerable related experience, preferably as an Administrative Assistant II or an equivalent combination of training and experience.
• Considerable knowledge of office practices and procedures.
• Sound knowledge of Metro Vancouver’s organizational structure and of the functions of its departments and divisions.
• Sound knowledge of business English, spelling, punctuation and arithmetic.
• Ability to type with a high degree of speed and accuracy.
• Ability to work under pressure, meet deadlines and complete assignments with minimal supervision.
• Ability to act tactfully and with discretion on behalf of a supervisor and to handle matters of a confidential nature.
• Ability to establish and maintain effective working relationships with the public, staff, officials and other contacts.
• Ability to relieve a superior of office tasks and perform routine administrative detail with minimal supervision.
• Ability to operate a variety of office equipment and computer applications related to the work.
• Ability to process clerical work of a complex and technical nature, take meeting minutes and prepare routine correspondence and reports.