Metro Vancouver Hiring for Administrative Professional (Program Assistant I) Job at Burnaby Full Time

Department: Water Services
Employee Group: Teamsters Local 31
Location: 4730 Kingsway, Burnaby
Salary Range/ Wage Rate: PG 17 $2,070.60 – $2,433.10 bi-weekly

Our Water Services Department is seeking an Administrative Professional (Program Assistant I) who will join our Shared and Support Services Division supporting the Director and a group of professional and technical staff.

You are: an administrative professional who is self-motivated and who thrives in a busy environment. You are organized and detail-oriented; dependable and reliable; and personally invested in supporting others and providing exceptional service to a team of professionals.

This role:

• Assists in coordinating and facilitating the Division’s activities related to legislative mandates and services; tracks the processing of permits, approvals, and orders; advises staff of pending deadlines and information requirements, keeps senior staff informed of status of various activities; coordinates efforts to resolve issues of nonpayment of fees or appeals/reviews of fee assessments; and maintains and prepares timesheets 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 payments, purchase orders and requisitions as required.
• May supervise the work of one or more subordinates engaged in clerical and office support tasks and request 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 current and new procedures.
• Composes non-routine correspondence, as required; types, edits and formats a variety of material including reports, correspondence, agendas, notices, permits and other documents.
• Provides information and assistance to staff and 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 documents and applications to required agencies and follows up on status of same.
• Assists in planning and arranging logistics related to committees, information meetings, seminars, events and workshops; gathers, organizes, posts and distributes materials; attends meetings, takes minutes or carries out action items and assignments from meetings as required; obtains information from external sources on assigned projects; researches file documentation; and 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 Grade 12, supplemented by business, administrative and computer 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 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 Metro 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.
• 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 office equipment and computer applications and to develop and maintain databases, spreadsheets and other computer office support tools.
• Driver’s Licence for the Province of British Columbia.