P and D Administrative Services Supervisor

Canada Job Bank; Coquitlam; On-site; CAD 78,000 - 91,000; Full time

Job summary

City of Coquitlam is seeking a P&D Administrative Services Supervisor to coordinate and supervise departmental administrative activities at City Hall. The role emphasizes strong organizational and leadership skills, plus experience in complex admin settings.

The ideal candidate will have 3–5 years in a similar role, be proficient in Microsoft Office, and possess Grade 12 with relevant certification. This regular full-time position offers municipal pension plan and benefits.

Qualifications

• Grade 12 education with certification in Local Government Administration or Public Administration or related field.
• 3–5 years in a complex administrative assistant role or office management.
• Excellent communication and interpersonal skills.
• Strong organizational and leadership skills.
• Supervisory experience preferred.
• Proficiency in Microsoft Office Suite.
• Ability to manage multiple tasks in a fast-paced environment.
• Equivalency of education, training and experience considered.
• Experience in municipal administration, records management, regulatory documentation or legislative processes preferred.

Responsibilities

• Coordinate and oversee departmental administrative activities, records systems, and workflow processes.
• Supervise, assign, and review the work of clerical support staff.
• Prepare reports, correspondence, and operational documents by reviewing, editing, formatting, and finalizing formal report and document packages.
• Serve as the primary escalation point for documentation, records, and administrative process issues.
• Develop and maintain a centralized departmental document library and tracking systems.
• Coordinate and track bylaw amendments and supporting regulatory documentation.
• Ensure compliance with statutory obligations, Council procedures, corporate records policies, and legislative requirements.
• Review documentation to ensure structural accuracy, completeness, and compliance with established procedures.
• Recommend and implement improved administrative methods, systems, and procedures to enhance operational efficiency.
• Coordinate administrative processes and information flow within the department and across other City departments.
• Work with minimal supervision and relieve their supervisor of routine clerical duties and administrative details.
• Assist with departmental budget monitoring and administrative reporting.

Skills

Communication skills

Interpersonal skills

Leadership

Education

Grade 12 with Local Government Administration or Public Administration certification

Tools

Microsoft Office

Job description

City of Coquitlam is located at City Hall. The company is currently looking for applications for the role of P&D Administrative Services Supervisor. We are seeking a self-disciplined individual with exceptional interpersonal skills. The chosen applicant will be required to join and begin their duties as soon as possible. This is a regular full-time position.

Employer Name: City of Coquitlam
Position: P&D Administrative Services Supervisor
Salary: $37.32 – $43.93 per hour
Employment type: Regular Full Time
Location: City Hall

• The candidate will be responsible for coordinating and overseeing departmental administrative activities, records systems, and workflow processes.
• The candidate must be able to supervise, assign, and review the work of clerical support staff.
• The candidate will be responsible for preparing reports, correspondence, and operational documents by reviewing, editing, formatting, and finalizing formal report and document packages.
• The candidate will be responsible for serving as the primary escalation point for documentation, records, and administrative process issues.
• The candidate will be responsible for developing and maintaining a centralized departmental document library and tracking systems.
• The candidate will be responsible for coordinating and tracking bylaw amendments and supporting regulatory documentation.
• The candidate will be responsible for ensuring compliance with statutory obligations, Council procedures, corporate records policies, and legislative requirements.
• The candidate will be responsible for reviewing documentation to ensure structural accuracy, completeness, and compliance with established procedures.
• The candidate will be responsible for recommending and implementing improved administrative methods, systems, and procedures to enhance operational efficiency.
• The candidate will be responsible for coordinating administrative processes and information flow within the department and across other City departments.
• The candidate must be able to work with minimal supervision and relieve their supervisor of routine clerical duties and administrative details.
• The candidate will be responsible for assisting with departmental budget monitoring and administrative reporting.

Job Requirements

• The candidate must have completed Grade 12 education supplemented by certification in Local Government Administration, Public Administration, or a related field.
• The candidate must have a minimum of 3–5 years of experience in a complex administrative assistant role or office management.
• The candidate must possess excellent communication and interpersonal skills.
• The candidate must possess strong organizational and leadership skills.
• The candidate will be preferred if they have previous supervisory experience.
• The candidate must be proficient in Microsoft Office Suite.
• The candidate must be able to manage multiple tasks while working in a fast-paced environment.
• The candidate with an equivalent combination of education, training, and experience will also be considered.
• The candidate will be preferred if they have considerable experience in municipal administration, records management, regulatory documentation, or legislative processes.

Security and safety

• The candidate must undergo and submit an acceptable police information check.
• The selected candidate will have the opportunity to join a rapidly growing and diverse team dedicated to supporting the local community and participate in learning and development opportunities.
• The selected candidate will have the opportunity to participate in an earned day off/flex day program.
• The candidate will receive an attractive vacation and extended benefits package, including the ability to contribute to the Municipal Pension Plan.
• The candidate will work in an organization committed to creating an inclusive work environment that supports a growing and diverse workforce.