Job Description
Department: Parks and Environment
Employee Group: Teamsters Local 31
Location: 4515 Central Boulevard, Burnaby
Salary Range/ Wage Rate: PG 17 $2,228.65 - $2,619.43 bi-weekly
Our Parks and Environment Department is seeking an Administrative Professional (Program Assistant I) who will provide support to Regional Parks and be part of a dynamic administrative support team.
You are self-motivated and you thrive in a fast-paced environment with the ability to meet tight deadlines. You are a multi-tasker who is highly organized, detail-oriented, dependable, reliable and able to manage competing tasks and priorities. You have a strong technical skill set and excellent verbal and written communication skills.
This role:
- Assists in coordinating and facilitating the Division's activities related to legislative mandates and services; tracks the processing of various documents and approvals; advises staff of pending deadlines and information requirements, keeps senior staff informed of status of various activities; works in collaboration with the administrative team to provide support to other teams within Regional Parks.
- Provides back up support in all aspects pertaining to the conduct of the monthly Regional Parks Committee meeting that involves preparing meeting agenda packages and managing required meeting logistics.
- Assists in planning and arranging logistics related to committees, information meetings, seminars, events and workshops; gathers, organizes, posts and distributes materials; attends meetings, may be tasked to take minutes, 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.
- 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.
- Handles bookings; responds to requests concerning public meetings, parks recreational usage, facilities and services; assesses individual requirements and actively promotes, recommends and books suitable locations, catering and services; informs of regulations, restrictions and applicable charges; determines eligibility for fee waiver; ensures insurance and permit requirements are met; establishes conditions and terms of contract; liaises with parks operational personnel regarding available facilities, events coordination and customer service; coordinates receipt of support services as required; and responds to customer complaints.
- 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.
- 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.
Apply
Go Back