This position performs a variety of tasks and oversees office operations, as well as provides logistical and project support to the Training and Development Department at Vancouver Fire  Rescue Services. Responsibilities include drafting correspondence, reviewing and formatting complex documents and training materials, and assisting with running metrics and progress reports. This position oversees records and data management, assists with training budget, reviews and makes enhancement to office processes, enters and maintains operational records with the use of VFRS Training scheduling system, Learning Management System and Scheduling Software.

Key Contacts and Reporting Relationships

The position reports to the Assistant Chief of Training and Development. Works closely with other members of the Training and Development team, Training Officers, Instructors, external vendors and partners with other divisions in the departments.

Specific Duties/Responsibilities

• Acts as a resource, and provides assistance and support to other Training Officers
• Assists with the planning and onboarding of training new Recruits, including coordinating access and supporting logistics.
• Arranges for production, printing and collation of course materials.
• Edits, formats and proofreads training materials and internal correspondences.
• Assists with validating training materials, updating and adding new material to the Learning Management System.
• Maintains and audits records management system (RMS).
• Monitor and track training progress.
• Assists with identifying, documenting and implementing work process improvements, standardized forms, manuals and procedures to optimize efficiency and streamline processes.
• Tracks and enters training data and provides reports as required.
• Monitors and processes time entries in VFRS scheduling system and scheduling system used by the Training Department.
• Maintains and make updates to VFRS Intranet for the Training Division.
• Reviews and processes all corrections for time entry and activity allocation.
• Provides a primary point of contact for VFRS attendance team to troubleshoot time entry inconsistencies and inquires.
• Assists with Career Ops Staff Alts, distribute Safety Committee minutes, and post on bulletin board
• Oversee daily office operations, including managing facilities, supplies, and equipment and working effectively with staff from various departments.
• Manages office procurement, budgets and expenses.
• Provides reception duties including answering phones and managing visitor access.
• Sorts, distributes, and sends out mail and couriers.
• Updates Training contact list and information on VFRS intranet.
• Assists with any projects that may arise or functions that may require administrative support.
• Performs other clerical duties/responsibilities as assigned.

Minimum Qualification Requirements
Education and Experience:

• Completion of Grade 12, preferably supplemented by additional education and training in business, communications, project management support, adult education, or other related fields
• Considerable experience in office administration, learning/training environment;
• or an equivalent combination of education, training and experience.

Knowledge, Skills and Abilities:

• Thorough knowledge of Microsoft Word, Excel, PowerPoint, Planner, Visio and Outlook is essential.
• Working knowledge of City and Departmental Policies and Collective Agreement
• Some knowledge of adult education theories and practices
• Ability to manage and process a variety of administrative duties, ability to multi-task, organize and prioritize work.
• Ability to prepare correspondence, presentations, memos and reports with strong written communication skills.
• Ability to exercise a high degree of accuracy, including the ability to learn new software programs and procedures.
• Self-starter with exceptional organizational skills and a passion for creating a positive team culture
• Ability to work independently, within a team, and with the public
• Ability to problem solve and meet deadlines with a high degree of accuracy under minimal supervision.
• Considerable related experience providing a range of customer service functions and clerical work
• Ability to manage a workload with short deadlines within an environment of frequent interruptions, distractions and changing priorities
• Ability to exercise substantial discretion.
• Strong interpersonal skills and be able to communicate effectively with other members of the department, vendors and the public as part of reception for the Department.

Business Unit/Department: Training & Special Operations/Fire Rescue Services 

Affiliation:  CUPE 15  

Employment Type: Regular Full Time (RFT) 

Position Start Date: September 4, 2024 

Position End Date: N/A 

Salary Information: Pay Grade 17: $31.66 to $37.20 per hour

Application Close:  August 19th 2024

The Engineering Assistant IV oversees the green infrastructure capital construction projects and assists in the planning, design, construction and maintenance of the City’s green infrastructure. The position will focus primarily on overseeing and coordinating construction projects associated with the delivery of green infrastructure capital programs integrated in to streets and public spaces. 

The position reports to the Senior Project Manager and receives technical direction and supervision from Landscape Architects and Civil Engineers. 

Specific Duties and Responsibilities

• Completes and coordinates technical design reviews and ensures prepared designs meet City design standards that are sustainable and maintainable for City Operations
• Interprets engineering drawings and work packages; verifies technical information and documents field observations
• Coordinates/leads pre-construction and construction planning activities including developing/compiling construction packages across various branches. This includes, but is not limited to: the preparation of construction sequencing; scheduling/staging plans; preparation of cost estimates; identification and preparation of site-specific reports; and initiation/ execution of project notifications
• Collects, coordinates, integrates and controls the project lifecycle scope, cost and schedule on select projects in the planning and implementation of capital construction projects related to green infrastructure on City streets
• Assists in the inspection and the reporting of construction work and materials
• Liaises with City Operations and City Inspection staff to ensure efficient and effective implementation of construction methods as per defined City standards (whether constructed in-house or by an external contractor)
• Assists in the development and maintenance of project documentation: Project Charter, Project Execution Plan, risk register, stakeholder plans, schedule, cost tracking and reports
• Liaises with consultants, contractors, engineers, other professionals, stakeholders and regulatory agency representatives for the purpose of coordinating the design and construction phases
• Provides regular status report updates to the Senior Green Infrastructure Engineer and Project Managers and Project Stakeholders by monitoring progress throughout the design and construction phases of the project
• Responsible for overall cost management on projects and oversees project account details, Change Order requests, invoicing and other cash flow processes as required
• Leads and oversees procurement activities with Supply Chain Management where required (including preparing RFPs/ITTs, reviewing proposals and assisting in submission evaluation)
• Leads project closeout procedures including deficiency walkthroughs, document archiving, account closures and completion/warranty notifications
• Leads regular project meetings and responsible for documenting and filing minutes
• Other duties/responsibilities as assigned

Qualifications

Education and Experience:

• Diploma or Certificate in Civil Engineering, Landscape Architecture, Construction Management, Transportation/Utility coordination (green infrastructure-focused) supplemented by advanced technical courses and considerable related practical experience in municipal engineering, landscape architecture, design, and/or construction, or an equivalent combination of education, training and experience 

Knowledge, Skills and Abilities:

• Sound knowledge of green infrastructure design principles and methods, including green infrastructure design typical standards, guidelines, and best practices
• Understanding of developing and compiling construction packages and of construction methods – particularly in green infrastructure construction within streets in an urban environment
• Considerable knowledge of civil and landscape construction methods and materials related to green infrastructure as well as other associated construction activities/relocations (eg. drainage, water services, electrical, duct banks etc.)
• Thorough understanding of the City’s Streets Restoration Manual and MMCD standards
• Knowledge of Project Management and Organizational Quality Management processes and the City’s Project Management Framework
• Knowledge of procurement procedures and contract administration; experience working with external consultants/contractors
• Ability to read and interpret engineering drawings/specifications and problem solve with accuracy in a technical environment
• Ability to prioritize and organize work; ability to work independently in a fast-paced, multiple and competing deadline environment
• Excellent interpersonal skills; excellent written and verbal communication and conflict resolution skills
• Ability to assign, schedule, and review work, manage workloads, and foster a team environment.
• Ability to supervise the work of contractors or other subordinate staff engaged in technical field or office tasks
• Excellent attention to detail as the work impacts the City’s business operations both financially and in the management of project delivery, execution and coordination
• Excellent organizational skills and record management skills 
• Ability to work outdoors in inclement weather; adhere to site safety compliance requirements 
• Proficient in the use of software applications, databases and programs such as MS Office, SAP, MS Project, AutoCAD, Hansen and Adobe Suite

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.

Business Unit/Department: Engineering Services (1300) 

Affiliation: CUPE 15 Non Pks 

Employment Type: Temporary Full Time 

Position Start Date: October, 2024 

Position End Date: April 2025 

Salary Information: Pay Grade GR-025: $43.78 to $51.7 per hour

Application Close: August 23, 2024