Job description    2020-11-20

Department: Regional Planning & Housing Services
Employee Group: Teamsters Local 31
Location: 4730 Kingsway, Burnaby
Salary Range/ Wage Rate: PG 17 $1,990.13 - $2,338.13 bi-weekly Our Regional Planning & Housing Services Department is seeking a Program Assistant I who will
assist the Regional Planning Division with providing staff support, coordinates meetings, process documents, records management, and other administrative duties as required. You are: driven, positive, have excellent communication skills, and enjoy working as part of a team.
This role: Assists in coordinating and facilitating the Division's activities; tracks the processing of approvals, meeting agendas, and reports. Advises staff of pending deadlines and information requirements, keeps senior staff informed of status of various activities; coordinates efforts to resolve issues. Monitors schedules and appointments for the Director; responds to requests from staff concerning policy and procedures. Liaises with staff, elected officials and the public regarding services. Posts, compiles, checks, processes, maintains, and controls a variety of records, files, related to departmental operations; generates lists, invoices, and other information. 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, and other documents using word processing equipment. Assists as backup support to the coordinator of political committees, coordinates in planning and arranging of advisory and subcommittee meetings, staff meetings, seminars, and workshops; gathers and organizes materials; attends meetings and takes minutes 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.

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