Administrative Assistant III

Metro Vancouver; Delta; On-site; CAD 60,000 - 70,000; Full time

Job summary

Metro Vancouver is seeking an Administrative Assistant III to support the Lockout Revision initiative at the Annacis Island Wastewater Treatment Plant in Delta. This full-time temporary role runs until March 31, 2028 and demands strong organization, detail orientation, and excellent communication with operations staff.

Responsibilities include complex clerical work, document preparation, file management, invoice and timesheet entry, calendar coordination, and meeting minutes.

Qualifications

• Completion of Grade 12, with business/administrative courses; considerable related experience.
• Knowledge of office practices and procedures.
• Knowledge of Metro Vancouver’s organizational structure and functions.
• Excellent English spelling, punctuation and arithmetic.

Responsibilities

• Perform complex clerical duties for a superior and/or subordinates; arrange appointments, meetings and logistics; maintain calendars; screens callers; process confidential material; prepare routine correspondence.
• Assemble, edit, format and type various technical and administrative materials (letters, notices, contracts, requisitions, reports, agendas, minutes).
• Take instructions and perform clerical typing for a group of professionals.
• Prepare and maintain files and records using databases and electronic systems per records standards.
• Process mail, couriers and payments; maintain office supplies.
• Enter invoices, timesheets, work orders, purchase orders and travel requests; manage expense claims and reimbursements.
• Provide information to staff, business and government contacts and the public.
• Coordinate meetings, distribute agendas and minutes; attend meetings and take notes.

Skills

Detail-oriented

Strong organizational skills

Strong communication skills

Typing speed and accuracy

Discretion and confidentiality

Meet deadlines under pressure

Interpersonal skills

Education

Grade 12 + courses

Job description

Administrative Assistant III

Position Status: Full-Time Temporary (This position to last not later than March 31, 2028)

Department: Liquid Waste Services

Employee Group: Teamsters Local 31

Location: Annacis Island Wastewater Treatment Plant, Delta

Salary Range/ Wage Rate: PG T15 $2,289.55 - $2,689.03 bi-weekly

Our Liquid Waste Services Department is seeking an Administrative Assistant III who will provide dedicated support for the Lockout Revision initiative at Annacis Island WWTP.

You are: A detail-oriented administrator with strong organizational and communication skills who works effectively with operations staff to coordinate work, manage documentation, track progress, and help the team meet monthly project targets.

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.

Our Vision

Metro Vancouver embraces collaboration and innovation in providing sustainable regional services that contribute to a livable and resilient region and a healthy natural environment for current and future generations.

Metro Vancouver employees proudly serve the region and demonstrate the behaviours and attributes of six leadership competencies: Accountability, Adaptability, Building and Nurturing Relationships, Communication, Continuous Learning, and Strategic Thinking and Action.

At Metro Vancouver, we are committed to cultivating a diverse, safe, equitable, and inclusive work environment for all. We strive to attract and retain a talented, diverse workforce that is reflective of the region we serve. If an accommodation is required during the recruitment and selection process, please contact [e-mail] for support. Learn more about our commitments to diversity, equity, and inclusion here.