Requisition ID: 37522

Company

Located on the traditional, ancestral and unceded lands of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) Peoples, Vancouver has a commitment to becoming a City of Reconciliation. Vancouver consistently ranks as one of the world’s most liveable cities and is working towards being the greenest city in the world. Named among Canada's Top 100 Employers, BC's Top Employers, and Canada's Greenest Employers, the City of Vancouver seeks colleagues who can help shape and embody our core commitments to sustainability, decolonization, equity and outstanding quality of life for all residents.

Consider joining our committed team of staff and being part of an innovative, inclusive and rewarding workplace.

Main Purpose and Function

The Executive Assistant to the City Clerk provides an extensive range of confidential and sensitive administrative support services at the executive level to the City Clerk and other Directors in the City Clerk’s Office. The position also reviews the work of other staff in preparation for the City Clerk’s review and approval.

Specific Duties/Responsibilities

• Provides executive level a of confidential administrative services for the City Clerk
• Manages the City Clerk’s calendar
• Assists the City Clerk with confidential HR or in camera matters
• Tracks, reviews and follow up on status of council motions, enquiries and council expenditure reports preparation for the City Clerk or Director’s approval
• Drafts routine council reports
• Prepare departmental budget reports for the Directors’ review.
• Produces a variety of reports and gather business information and materials for the City Clerk and Directors. This includes downloading information from databases (such as SAP) and organizing information for presentation and /or consideration.
• Coordinate responses from the organization for inclusion in the Annual Correspondence report for distribution to CLT
• Prepares journal vouchers for Council Support and Auditor General Office
• Provides administrative support to the Auditor General Office as needed
• Coordinates, updates, and prepares RTS (Report Tracking System) and related reports for City Clerk’s meetings with senior leadership meetings and follows up with staff for updates where required
• Provides responses to inquiries on behalf of the City Clerk
• Conducts research and analyzes projects as requested by the City Clerk and Directors
• Coordinates information as a result of inquiries from council meetings and follows-up with the appropriate staff member
• Reviews meeting agendas and status reports for accuracy and completeness
• Update the City Clerk’s Office Strategic Plan under the direction of the City Clerk
• Coordinate and support the City Clerk’s Continuous Process Improvement Committees
• Assist with the transition of incoming/outgoing of elected officials and City Clerk’s staff
• Schedules meetings and interviews as required.
• Performs research on municipal best practices and changes in legislation and coordinate responses
• Maintains ongoing contact with other senior staff and their administrative assistants throughout the organization
• Manages distribution lists for City Clerk’s Office
• Assist with Council Inauguration event and Council orientation sessions
• Responsible for maintaining the safety plan and business continuity plan
• Oversees the onboarding of new staff
• Oversees the updates to the City Clerk’s webpages
• Performs other duties/responsibilities as required.

Minimum Qualification Requirements

Education and Experience:

• High school graduation preferably including or supplemented by courses in commercial subjects such as diploma in Office Administration with considerable related experience in a similar position (e.g., executive assistant capacity), or equivalent combination of education and experience.
• Experience working with elected officials is an asset.
• Experience with SAP is an asset.

Knowledge, Skills and Abilities:

• Considerable knowledge of local government and the role of the Mayor and Council, the City's organizational structure, and function of the City's departments, pertinent by-laws and policies, and records management practices.
• Considerable knowledge of modern office methods.
• Thorough knowledge of City Council, its Standing Committees and Public Hearings is highly desirable.
• Advanced knowledge of Word, Excel, Outlook (e-mail and scheduling), as well as the ability to navigate and do research.
• Superior communication, interpersonal, organizational skills, good judgment, constant initiatives and diplomacy are a necessity.
• Excellent written and verbal skills with a thorough knowledge of business English including sentence structure, grammar and punctuation.
• Ability to identify and understand the sensitive, confidential and/or controversial nature of all types of materials related to all council meetings and handle with appropriate discretion.
• Ability to exercise tact and discretion in dealing with confidential and sensitive matters.
• Ability to work in a high volume environment with demanding and frequent interruptions and changing priorities.
• Ability to handle situations in a variety of complexity including enquiries and complaints received by phone, in person, or written correspondence from the public and media using tact and diplomacy with little supervision.
• Ability to research issues by locating, compiling, and summarizing relevant information.
• Ability to anticipate and prioritize work efficiently.
• Ability to understand and effectively carry out complex oral and written instructions
• Ability to compile and draft reports and correspondence as required.
• Experience working with VanDocs or electronic filing system, Report Tracking System, and SharePoint considered an asset.
• Excellent keyboarding skills are required.
• Ability to build and maintain effective working relationships.
• Work effectively and respectfully as a team member.
• Work calmly and effectively under pressure, while exercising tact, diplomacy, and excellent judgment.
• Excellent interpersonal skills.

Where operationally appropriate and subject to change, the City of Vancouver has a Flexible Work Program. This program allows staff to work remotely 1 – 4 days a week from locations that are a daily commutable distance from their work at a City worksite. At this time this position is eligible to be part of the Flexible Work Program.

The City of Vancouver has a COVID-19 Mandatory Vaccination Policy. All external applicants applying to the City of Vancouver are required to be fully vaccinated as a condition of hire and subject to this policy as a condition of ongoing employment. Candidates may only be exempted from this requirement if they request and are approved for an accommodation based on a reason related to a Human Rights Code ground (such as disability). Such a request must be made during, not after, the recruitment process.

Business Unit/Department: City Clerk's Office (1060)

Affiliation: CUPE 15 Non Pks

Employment Type: Temporary Full Time

Position Start Date: March, 2023

Position End Date: January 1, 2024

Salary Information: Pay Grade GR-019: $31.56 to $37.12 per hour

Application Close: February 26, 2023

At the City of Vancouver, we are committed to recruiting a diverse workforce that represents the community we so proudly serve. Indigenous applicants, people of colour, all genders, 2SLGBTQ+ and persons with disabilities are encouraged to apply. Accommodations will be provided upon request during the selection process. Learn more about our commitment to diversity and inclusion.

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Once you start your application you can save your work and leave the applications page, however please remember to submit your profile to the specific job requisition before the posting closing date.

In addition to uploading your cover letter and resume, part of the application process may include answering application questions related to the preferred requirements of the role which may take approx.. 5-10mins. Cover letters should express interest and highlight additional information relevant to the position and resumes should include a tailored summary of skills and experience related to the position.