Administrative Assistant III - Revenue Services and Tax Policy Assistant

City of Vancouver•Vancouver, BC

5d•CA$60,011 - CA$75,019

About The Position

The Revenue Services & Tax Policy Assistant is responsible for an extensive range of administrative services supporting the Revenue Services & Tax Policy, Treasury, Financial Reporting, and Accounting Operations teams (“Supported Teams”) as well as administrative activities in support of the Finance department. The City of Vancouver is committed to being a City of Reconciliation and invites applicants to join a dedicated team in an innovative, inclusive, and engaging workplace. A career with the City of Vancouver offers meaningful work in ensuring equitable access to services, upholding ethical governance, and supporting citizens with integrity and dedication.

Requirements

Diploma or an equivalent combination of education, training and experience
Minimum of 3 years’ experience as an Executive Assistant or Executive Administrator supporting senior level management required
Expertise in using Microsoft suite of tools including Outlook, Teams, Word, Excel, PowerPoint, etc.
Ability with to work with and learn new systems or equipment such as VanDocs, SharePoint, SAP; SuccessFactors, ServiceNow, AP Flow, EM Pro, etc.)
Excellent interpersonal and oral and written communication skills, including an effective knowledge of correct punctuation, grammatical usage and a comprehensive vocabulary for preparation of business letters, reports and statements
Ability to understand and follow oral and written instructions
Ability to communicate with others in a warm and helpful manner while simultaneously building credibility and rapport, to build and maintain effective working relationships across the organization, and work collaboratively in a team environment.
Ability to exercise discretion and deal with sensitive and confidential information.
Ability to perform thorough, complete and accurate work
Possesses the ability to prioritize and organize work, to make independent judgment and action, and handle multiple assignments and meet deadlines
Ability to be adaptive and flexible in a fast-paced and changing environment and to cope with the demands of the situation and the needs of the department
Ability to work independently and solve problems without supervision, take initiative and be proactive

Responsibilities

Manages executive calendars for Directors, Associate Directors and Senior Managers, balancing multiple competing and shifting priorities to optimize time and proactively resolve conflicts.
Coordinates and administers a wide range of meetings (e.g., divisional, senior management, all-staff, training, and committee meetings), including logistics, agenda development, presentation materials, and action tracking.
Prepares material and documentation in advance of meetings to support effective decision-making.
Records, prepares, and distributes meeting minutes and follows up on action items.
Supports creation of clear, accurate, and confidential communications on behalf of Directors, including correspondence, presentations, and reports.
Manages the flow of incoming and outgoing communications to the Directors’ office; tracks, prioritizes, and ensures timely responses to inquiries, complaints, and requests.
Maintains the professional standards and image of the Directors’ office through consistent, high-quality documentation and correspondence.
Drafts, screens, reviews and edits sensitive and confidential correspondence of the Directors, and drafts, proofreads, and prepares communications, presentations, reports, on behalf of the Directors.
Manages templates and supporting documentation for key corporate reporting (e.g., Annual Financial Report, SOFI), ensuring accuracy, consistency, and compliance.
Monitors Council reports and other corporate deadlines; coordinates inputs and assigns tasks to ensure timely submission.
Oversees and acts as primary contact for Freedom of Information (FOI) requests for the Directors and Managers.
Ensures alignment with corporate processes, protocols, and governance requirements.
Administers financial processes, including cheque printing, purchase orders, invoice payments (GR/SES), and expense reimbursements.
Reconciles purchasing card and Mastercard transactions; assigns cost centres and account codes, coordinates approvals, and ensures compliance with financial policies and controls.
Coordinates travel and training expenditures for Directors, Associate Directors and Senior Managers, ensuring appropriate approvals.
Oversees and ensures expense reimbursement for Directors.
Drafts and processes Professional Services Agreements and supports administration of consulting contracts and related payments.
Initiates and oversees HR system transactions, including job requisitions, coordination of approvals and postings with HR staff, and drafts offer letters using standard templates.
Supports maintenance of employee files.
Tracks vacation and attendance for the team.
Monitors time entry and follows up on discrepancies with managers and/or payroll.
Assists in the orientation and onboarding of new staff; including coordinating equipment, IT/telecom setup, security access and required documentation.
Supports safety-related activities, such as orientations, inspections and training tracking.
Acts as SAP liaison for department, coordinating SAP access requests.
Provides general administrative support, such as organizational chart updates, directory updates, course registrations, supply orders, coordination with IT and Facilities, maintenance of email distribution lists.
Develops, organizes and maintains a comprehensive filing system for the Directors’ offices in accordance with the City's record management system. Maintains SharePoint and other sites & databases; entering, updating, reviewing, and extracting data.
Ensures records management protocols are followed and serves as the Departmental Record Coordinator (DRC) for the Directors and conducts annual disposition of records and transfers to archives.
Acts as backup for CFO Executive Assistant and FP&A Assistant during absences.
Participates in FSC Admin Team activities and projects.
Completed other duties / responsibilities as assigned.