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Job Description

The Vancouver Board of Parks and Recreation is inviting applications from interested and qualified candidates for the summer intake of Lifeguard I employees for various outdoor pools and beaches in Vancouver. All shortlisted candidates will be required to attend an aquatic screening assessment. Candidates must e-mail their certifications to aquatic.services@vancouver.ca in addition to this application in order to be considered.

Specific Duties and Responsibilities

• Performing general lifeguard duties under the direction of a supervisor, including rowboats and foot patrols
• Supervising and promoting safety and order on public beaches/outdoor pools
• Performing assigned duties to prevent loss of life and damage to property
• Performing lookout duties and administering first aid, if and when required
• Inspecting facilities/vessels for safety equipment
• Patrols and/or scans assigned swimming area.
• Makes rescues and renders assistance to bathers in difficulty.
• Administers resuscitation and first aid treatments.
• Checks lifeguard equipment to ensure proper condition and keeps same in readiness at all times.
• Promotes water and beach safety practices.
• Checks beach and pool equipment and areas for condition and cleanliness.
• Performs a variety of tasks such as removing glass, seaweed, and driftwood from beach area, emptying garbage containers, erecting or resetting beach signs and ensuring the cleanliness of the bathhouse and adjacent area.
• Performing other related work, as required

Qualifications

The successful candidate must possess the following current and valid certificates:

• National Lifeguard Pool certification
• National Lifeguard Waterfront certification
• CPR Basic Rescuer “C” Certificate
• Standard First Aid

This position may include working weekends, statutory holidays, as well as early morning and late evening shifts. 

A Police Record Check is a requirement of this position.  A clearance requires the absence of any criminal charges or convictions related to this position.

Business Unit/Department: Board of Parks & Recreation (1400) 

Affiliation: CUPE 1004 Parks 

Employment Type: Auxiliary/Casual 

Position Start Date: July, 2025 

Salary Information: Pay Grade GR-315: $34.66 per hour

Application Close: July 6, 2025

Main Purpose and Function

Provides administrative clerical and customer service support to Real Estate, Environment and Facilities Management. Hybrid Clerk functions as operational and administrative support to functional REFM teams ensuring work dispatch, time entry oversight, invoice management (internal sources and key external vendors) and stakeholder engagement needs are met. A liaison and subject matter expert in connecting users, navigating key systems and supporting managers and supervisors through various administrative tasks and maintenance support functions.

Specific Duties/Responsibilities

• Receives service calls with varying level of complexity from a wide variety of stakeholders. Reviews and ascertains the information provided, prompt clients for additional relevant information, then evaluates and prioritizes the REFM response for various work functions.
• Following an established protocol, provides triage prioritization Work Control work management functions such as dispatching work orders, managing invoice payments and processing time entry & audits
• Assigns cost accounting requirements specific to each request and codes appropriately inputting data into the Work Flow Management system adhering to governed processes
• Directs routine service requests & invoices to various REFM or Parks Operations business units leveraging systems such as SAP, AP Flow and BI Tools

• Directs & routes service request and invoices that are not a REFM responsibility to the appropriate City department or business user

• Logs non-routine, non-maintenance or production service requests and looks for direction as to next steps
• Assesses and provides recommendations regarding service methods based on departmental practices, policy and processes. Determines the appropriate service agency (internal or external) and what level of engagement is needed from a support standpoint
• Arranges for access to City facilities by internal & external agencies
• Updates the status of work requests in the system for internally and externally managed work as assigned
• Receives and responds to requests/inquiries regarding the status of work requests and invoices
• Follows up with REFM and Parks Operations on administrative support functions
• Provides feedback on the Work Control process and makes recommendations on changes
• Controls access to the Evans Yard office and provides general reception for visitors
• Receives and closes out work orders including:
  • Verification of data
  • Matching material and contract service reports with work orders
  • Inputting material, labour and contract costs through invoice management
  • Updating work order status for internal stakeholder support and on behalf of centrally managed vendor work
  • Leveraging tools and systems to make informed decisions Entering field notes from maintenance or service staff
  • Coordinating any follow-up action or inspection
  • Advising the Manager or any irregularities regarding type of work, cost, schedule or
  • methodology
• Provides metrics and reports to senior management in support of the Departmental Service Plan

including:

• • Number of service requests or invoice volumes
  • Costs incurred by REFM or Park Board business units and REFM managed vendors
  • Number of service requests rejected
  • Number of maintenance work orders through Cov work group and vendors
• Completion rate of maintenance work orders
• Completes time entry, reviews and validates time entry reports, ensuring that they meet time entry standards, especially as they apply to REFM trade shops.
• Create shopping carts and complete shopping requests on behalf of the managers (SOBOs)
• Reconciles P-card statements against PM Work Orders in SAP, especially from REFM trade shop staff

• Supports and centralizes onboarding practices, staff accesses and office footprint space mapping
• Creates & coordinates larger scale meetings and manages meeting minutes for core department meetings

• Other duties/responsibilities as assigned.

Minimum Qualification Requirements

Education and Experience:

• Completion of the 12th school grade.
• Sound related experience in building maintenance or building operations

• Experience in operating call reception, work control centre or maintenance management software application systems for service request, invoicing or work orders

Knowledge, Skills and Abilities:

• Ability to make decisions regarding priority of emergency response in a timely and effective manner
• Working knowledge of industry standard maintenance practices
• Working knowledge of building systems including HVAC, electrical and mechanical components, and associated trades emergency response procedures
• Invoice processing & analysis, vendor (external stakeholder) management and BI Reporting
• Effective problem solving skills and critical thinking
• Customer Service skills: Able to quickly develop rapport with clients and to foster effective relationships with customers
• Working knowledge of Microsoft Office applications, Power Point, and Visio.
• Knowledge and experience using computerized maintenance management or call centre software applications such as SAP PM
• Completed time entry courses through CityLearn and eligibility to get access to the SAP time entry system
• Very effective verbal and written English communication and math skills
• Excellent organizational and multitasking skills
• Ability to work with a moderate level of independence and to work alone with limited direct supervision
• Work effectively independently and collaboratively in a team environment.

Where operationally appropriate and subject to change, the City of Vancouver has a Flexible Work Program. This program allows staff to work a hybrid work 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: RealEstate Env & Fac Mgmt (1100) 

Affiliation: CUPE 15 Non Pks 

Employment Type: Temporary Full Time 

Position Start Date: July, 2025 

Position End Date: 18 months

Salary Information: Pay Grade GR-017: $31.66 to $37.2 per hour

Application Close: June 27, 2025

Main Purpose and Function

Known as the “living room of the Downtown Eastside,” Carnegie Centre offers educational, recreational, cultural and social programming for the benefit of low income people of the Downtown Eastside.

The Security Attendant I is a front line position with primary responsibilities in relationship building with community members, and Centre safety, security, access control and incident response and reporting. Security Attendants work to ensure that the Centre is safe, welcoming and inclusive spaces for the public and staff. Violence prevention is a priority at the Centre. Security Attendants are expected to use defusing/de-escalating skills when responding to all volatile situations. Physical intervention is always a last resort.

Specific Duties/Responsibilities 

• Monitoring entrances and facilitating access control of the facilities;
• Monitoring and upholding the Centre’s Cod of Conduct and standards of behaviour are being observed;
• Making regular patrols of the building;
• Providing support in the event of an emergency including first aid and overdose response;
• Understanding the needs of and assisting patrons in a supportive manner by providing information and making referrals on the services and activities provided by the Centre and other community partners;
• Assisting with front desk clerical activities such as answering phones, distributing mail, simple data entry when needed;
• Communicating information to other staff by way of log entries, incident reports and emails;
• Communicating effectively using a two-way radio;
• Maintaining health and safety standards;
• Receiving routine deliveries;
• Ability to understand and uphold occupational health and safety policies and procedures
• Performing janitorial and other duties as required.

Minimum Qualification Requirements

Education and Experience:

• Completion of Grade 10 (Grade 12 preferred);
• Knowledge of the Downtown Eastside community, local agencies, and services;
• Considerable knowledge of the Carnegie Community Centre’s rules, services and operations
• Experience working in a community, social service or health care environment would be an asset
• Occupational First Aid Level I certification or the ability to obtain one would be an asset
• Fluency in a second language would be an asset

Knowledge, Skills and Abilities:

• Considerable knowledge of the Downtown Eastside, agencies, services and resources
• Considerable knowledge and understanding of addictions, mental illness, conflict resolution and violence prevention
• Proven ability to establish and maintain effective working relationships
• Proven ability to communicate effectively orally and in writing, including writing incident reports
• Proven ability to work with minimal supervision
• Proven ability to respond to incident using defusing and de-escalation techniques
• Proven ability to respond to emergencies, walk long distances, and carry heavy items using moderate strength and agility
• A Police Record Check is a requirement of this position. A clearance requires the absence of any criminal charges or convictions related to this position.

Business Unit/Department: Arts, Culture and Community Services (1200) 

Affiliation: CUPE 15 Non Pks 

Employment Type: Temporary Full Time 

Position Start Date: July 2025 

Position End Date: October 2025 

Salary Information: Pay Grade GR-013: $27.04 to $31.66 per hour

Application Close: June 22, 2025

Overview of the role :

Reporting to the Quality Control Manager, the Quality Technician is integral to the laboratory team. This position is responsible for performing precise laboratory analysis, reporting, and monitoring of the quality of raw and finished products, raw ingredients, and sanitation system. This is a full-time, holiday relief temporary position.

Schedule: Shift rotation holiday relief, 36 hours per week. Day, afternoon and night - 9 hour shifts.

Wage: 30.20-36.24$/h

*Wage is based on combination of experience and education*

We support and take care of our employees and their families by offering :

• Vacation upon hire
• Generous and complete benefit coverage with group insurance
• Group retirement plan with employer contribution
• Telemedicine and assistance program for employees and their families
• Employee Share Ownership Plan with an employer match
• Paid Parental Leave program
• Paid time off: Sick days, floater days and volunteer day off
• Opportunity to contribute to a collective RRSP & TFSA
• Training and development programs
• Organized activities for employees and their families  
• Advantageous discounts on Saputo products

How you will make contributions that matter:

• Supports and maintains Saputo Dairy Products Canada’s quality standards
• Monitors the quality of all raw and finished products through bacterial, chemical and organoleptic evaluation
• Performs bacterial and chemical analysis of raw ingredients
• Monitors temperature and chemical concentration of sanitation systems
• Assesses plant sanitation and general housekeeping
• Maintains and calibrates lab equipment
• Summarizes and reports results
• Performs data entry and other lab-related duties as required
• Performs HACCP-related tasks as assigned and other duties as required

You are best suited for the role if you have the following qualifications:

• Post-secondary education in Food Sciences, Dairy Technology, Microbiology. A two year post-secondary diploma in Food Processing, or a University degree in Dairy Science, Food Science or Microbiology preferred. An equivalent combination of education and experience may be considered
• Laboratory experience
• Demonstrated analytical and decision-making skills
• Ability to self-manage, multi-task and work well under pressure
• Organized with attention to detail
• Proficient in Microsoft Office applications (MS Word and Excel)
• Sound communication and interpersonal skills
• Ability to work a flexible work-week
• First Aid level 2 training (preferred)

In the role of Industrial Electrician working in Chilliwack, British Columbia, you will be responsible for electrical plant maintenance. This position requires you to be flexible to work all shifts and will require weekend work as well. The Industrial Electrician will be an essential member of a team that uses established world class manufacturing processes to intelligently challenge current practice to identify, implement and sustain improvements.  This is a Local 300 union role that is full-time that pays $46.24/hr ( 90-day probationary period is applicable to this role) plus benefits.  Shift: Monday – Friday, rotating between days, afternoons, nights every two weeks. Days (6:00am-2:00pm), Afternoons (2:00pm-10:00pm) Nights (10:00pm – 6:00am)

The Responsibilities: 

• Complete preventative, corrective, and emergency work orders as required for all plant electrical equipment.
• Perform electrical installations and modifications, including conduit bending, cable install, electrical equipment mounting, industrial automation system installation and lighting system repair and installation.
• Strong working knowledge of Allen-Bradley PLC’s and Device Net.
• Read and interpret electrical drawings, maintenance manuals, ladder diagrams, troubleshooting guides, PLC ladder and sequential function charts, control loop diagrams, process and instrumentation diagrams, and maintenance manuals.
• Test, troubleshooting, adjust and repair analog components, digital and logic circuits, microprocessor controlled devices, programmable logic and automation controllers, electronic process measurement systems, and electronic controllers.
• Effective and safe use of electrical test and recording equipment.
• Communicate with other departments for their electrical needs.
• Use SAP (Maintenance Management System) for creating, updating and closing work orders.
• Generate accurate and effective maintenance records, status reports, and data and maintenance logs.  Effectively respond to oral and written requests.
• Adhere to all electrical principles and methods, proper use of tools and equipment, and safety procedures.  This includes the safe and proper use of various hand and power tools, test meters and equipment.
• Other ad-hoc tasks as assigned by the Team Leader.

TheOtherQualifications: 

• Provincial TQ and Red Seal IP certification in electrical work required
• 3-5 years’ experience working in FMCG industry preferred
• 3-5 years’ experience in the maintenance of high speed packaging lines / batch brewing equipment.
• General PC troubleshooting and repair knowledge, including MS Windows software and common PC components.
• Rockwell Automation hardware and software experience, including the PLC-5 and Logix PLC/PAC platforms is a strong asset.
• General instrumentation knowledge and experience.
• Batch processing experience, specifically in S88/S95 based batch control systems.
• Arc-flash and shock hazard awareness and knowledge, an asset.
• You are comfortable working in environment of constant changes and comfortable working in both cold and warm climates.
• You are able to work rotating shifts (Day, Evening, Night and Weekends).
• You have strong computer skills, including experience with SAP.
• You exhibit our core values, and demonstrate Molson Coors ‘How We Work’ behaviours to align with our purpose and ambition which is to become the First Choice for Consumers and Customers.
• You are able to demonstrate World Class Manufacturing Best Practices.
• You are skilled at driving initiatives and take pride in delivering challenging results.

Work Perks that You Need to Know About: 

• We care about our People and Planetand have challenged ourselves with stretch goals aroundourkey priorities 
• Wecare about our communities, andplay our part to make a difference – from charitable donations to hitting the streets together to build parks,giving back to the community is part of our culture and who we are 
• Ability to grow and develop your career centered around our First Choice Learning opportunities 
• Free beer and beverages! 
• Work within a fast paced and innovative company, meeting passionate colleagues and partners with diverse backgrounds and experiences 

#LI-RB1

In the role of Maintenance Planner/Scheduler working in Chilliwack, BC you will be part of the Maintenance and Engineering team in our Fraser Valley brewery. You will be responsible for contributing to World Class Maintenance Program through utilizing Reliability Centered Maintenance practices to effectively manage maintenance planning and scheduling in the Fraser Valley Brewery while optimizing resources, time and material to execute tasks. This position reports to the Technical Services Manager.

The targeted salary range of this position is $76,000 - $90,000 based on experience. Bonus, 401k matching, and other benefits also included.

Responsibilities:

• Work with Maintenance Team Leaders, to develop complete work plans for corrective, preventive, and predictive work that include safety information, job steps, parts required, special tools needs, and estimated man hours by trade. Shop floor planning of mechanical and electrical maintenance work. This would also include contacting vendors for parts required or contractors for outsourced work. Parts kitting for all planned work prior to scheduling. 
• Deliver the weekly work schedule utilizing trade availability, contractors and autonomous maintenance teams to align with production schedules and maintenance windows.
• Maintain a current backlog of work for Trades and Contractors, this would consist of Preventative, Predictive, Statutory and Condition Based tasks.
• Ensure the Planning and Scheduling functionality is maintained within the CMMS system. 
• Lead weekly planning & scheduling meetings to align maintenance activities for running and shut-down maintenance with Production teams. Ensure maintenance schedules include work permits, safety and regulatory requirements.
• Work with the teams to provide quality feedback. Utilize this information to make improvements to preventive and predictive maintenance tasks within the CMMS.
• Backfill Maintenance Team Leaders role when required. Assume all duties to provide effective maintenance support for Operations.
• Member of the Progressive Maintenance pillar team. Owner of Daily Management Systems (lubrication and maintenance planning & scheduling) as part of the team. Completion of ‘step up cards’ to check knowledge of pillar deliverables.

Other Qualifications:

• Experience as a licensed Tradesman or a degree in a technical field, ideally mechanical.
• Experience working with vendors, identifying, sourcing machine parts and electrical components. Able to communicate with Team Leaders and Trades to provide required parts and tools.
• Experience as a Maintenance Team Leader is a definite asset.
• Proficient in the use of a CMMS system for Planning & Scheduling. Experience in the use of SAP PM module for Planning & Scheduling would be beneficial.
• A background in a unionized industrial manufacturing environment.
• Both technically strong and people oriented, you demonstrate excellent communication and interpersonal skills, and you are a strong team player.
• You can work successfully and independently and adapt as necessary in an atmosphere of multiple projects, shifting priorities, and deadline pressures.
• As part of the recruitment process, the candidates will be required to provide consent to complete a criminal background check.

Work Perks that You Need to Know About:  

• We care about our People and Planet and have challenged ourselves with stretch goals around our key priorities.
• We care about our communities and play our part to make a difference – from charitable donations to hitting the streets together to build parks, giving back to the community is part of our culture and who we are.
• Ability to grow and develop your career centered around our First Choice Learning opportunities
• Participation in our Total Rewards program with a competitive base salary, incentive plans, parental leave, health, dental, vision, RRSP option with incredible employer match, generous paid time off plans, an engaging Wellness Program, and an Employee Assistance Program (EAP) with amazing resources.
• Engagement with a variety of Business Resource Groups, which can provide volunteer opportunities, leadership experience, and networking through the organization.
• Work within a fast paced and innovative company, meeting passionate colleagues and partners with diverse backgrounds and experiences.

As an Operations Manager, you will be responsible for overseeing all terminal based Pickups and Deliveries, equipment management and team development. Developing an engaged and motivated team is critical to the success of this role. A motivated, administrative professional with an emphasis on being customer, solution and process improvement focused will be key elements to your success. Building a solid relationship with the brokers with an understanding of the working contracts will be important to having a high success rate with the customers and general satisfaction of the brokers.

You will be a key manager in the terminal and have an important role in the overall success of the operations and will need to work with the other managers as a unified team to accomplish a high satisfaction rate with the customers while maintaining cost. Safety with both brokers and your team will be part of your everyday discussions and you will help maintain the culture of safety first.   

How You’ll Help: 

• Lead and manage a fast paced and high volume LTL dock operation though a team of supervisors, lead hands, and front line employees.
• Coach and develop team members using a positive attitude, collaboration, clear communication, and direction. 
• Make informed decisions based on safety, service, and productivity standards, with an understanding of company processes, policies and procedures.
• Initiate and lead process and customer experience improvements, while meeting deadlines and controlling costs.
• Understanding and use of key metrics used to manage terminal performance, including load factor, on-time delivery, LMS, and freight flow.
• Recognize problems and work with others towards a practical and speedy resolution.
• Backfill the Operations Supervisors at the facilities for vacation, personal emergencies etc.
• Responsible for vendor management for the facilities (repairs, snow removal, janitorial) as well as driver interaction such as broker pay resolution, contract renewals etc.
• Other related duties as may be required. 

Your Skills and Experience: 

• Minimum of secondary education, with preference of post-secondary education (general stream), or a combination of education and experience.
• Previous Transportation or operational experience is preferred, various roles within transportation would be beneficial 
• Experience in dealing with brokers or Owner / Operators
• Demonstrated experience in managing and motivating people
• Experience and knowledge of LTL Pick up dispatching and deliveries 
  • Communication skills - advanced
  • Computer skills – accuracy, MS products, AS400, web based programs
  • Demonstrated customer relationship skills
  • Strong conflict resolution skills
  • Able to work deadlines in high transactional environment
  • Ability to champion business needs in a collaborative manner to colleagues
  • Results focused
  • Strong sense of urgency and ownership of deliverables 
  • Understanding contracts and budgets
  • Must have a current forklift certification as well as all other safety training

If you’re chosen for the role, you’ll be asked to provide reference and criminal background checks before employment. You’ll only be contacted if you’re selected for an interview. 

8246 Willard Street, Burnaby, BC, V3N 4S2, CA

Main Purpose and Function

The Building Worker position performs a full range of cleaning and minor maintenance tasks in, and around, civic buildings, with the goal of keeping buildings clean and maintained in a safe and healthy manner and notifies direct supervisor of the need for any building repairs and maintenance.

This position requires a wide range of availability to cover operational needs, which are 24 hours a day, 7 days a week, including overnight shifts and weekends.

Specific Duties and Responsibilities

• Cleans spaces inside civic buildings; including but not limited to offices, meeting rooms, common spaces, bathrooms, kitchens, change rooms, steam rooms, gymnasiums, pre-schools
• Mops, washes, waxes and buffs floors and vacuums carpeted flooring
• Washes and sanitizes washroom floors, toilets, toilet seats, hand dryers and fixtures
• Cleans mirrors, windows, window coverings, and glass
• Washes walls, doors, hardware and glass
• Cleans public entrances and exits including but not limited to glass, doors and hardware
• Cleans exterior grounds, spaces, parking lots and stairways
• Cleans, washes and sanitizes drinking fountains, sinks and counters
• Refills soap dispensers, toilet paper, paper towel and other supplies 
• Empties waste baskets, garbage cans, and recycling
• Empties Zero Waste Stations into appropriate bins
• Dusts furniture and fixtures
• Opens doors for regular operating hours, locks doors after operating hours and check to ensure that hazards are prevented
• Reports maintenance needs, damages and acts of vandalism to Supervisor
• Removes snow and ice from sidewalks, driveways and parking areas, using snow shovels and spreading ice melt/salt in areas
• Follows procedures for the use of chemical cleaners and power equipment, in order to prevent damage to buildings and facilities
• Maintains storage areas, cleaning equipment, materials and supplies in a safe and orderly manner
• Replaces light bulbs and fluorescent tubes and tags accordantly if ballast failure
• Sets up, arranges, and removes tables, chairs to prepare for events such as events and meetings
• Performs custodial and minor maintenance tasks including, but not limited to, replacing ceiling tiles, tightening loose door knobs, and unplugging toilets, sinks and drains
• Performs regularly scheduled deep cleaning tasks including, but not limited to, stripping,  waxing and buffing floors, carpet cleaning and shampooing, power washing, high and low dusting, and cleaning blinds
• Performs regularly scheduled checks of emergency lights and fire extinguishers and reports on findings 
• Provides information of building repairs and maintenance for Work Order to be approved by Supervisor
• Adheres to safety methods and procedures, departmental processes, and corporate policies
• Performs other related duties as required

Qualifications

Education and Experience:

• Completion of a recognized certification program in building services work and some related experience
• Experience performing a variety of routine manual tasks in care, cleaning and general maintenance of buildings
• Experience operating and using janitorial tools, equipment and supplies

Knowledge, Skills and Abilities:

• Working knowledge of materials, tools, methods, safety practices and equipment used in janitorial and maintenance work
• Ability to arrange an effective work schedule under minimum direct instruction
• Good health and strength sufficient to perform a variety of routine manual tasks in care, cleaning and general maintenance of buildings
• Knowledge of occupational hazards and safety rules and regulations and understanding of utilizing WHMIS – MSDS
• Knowledge of qualities and uses of various cleaning, sanitizing, stripping and waxing compounds
• Basic knowledge of cleaning products and correct applications
• Ability to follow oral and written instructions and procedures
• Ability to prioritize multiple tasks
• Ability to work effectively with a team
• Ability to work independently as needed to support the group effort
• Ability to explain and demonstrate instructions and guidelines to others effectively

Driving and Record Checks

• A current and valid BC Driver’s License and a satisfactory driving record, where applicable
• Successful Police Record Check or Enhanced Reliability Check is required by location. A clearance requires the absence of any criminal charges or convictions related to this position.

Business Unit/Department: Arts Culture Community Service (1200) 

Affiliation: CUPE 15 Non Pks 

Employment Type: Auxiliary/Casual 

Position Start Date: July 2025 

Number of Positions Available: multiple 

Salary Information: Pay Grade GR-013: $27.04 to $31.66 per hour

Application Close: July 22, 2025

Where operationally appropriate and subject to change, the City of Vancouver has a Flexible Work Program. This program allows staff to work a hybrid work 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: Finance Supply Chain Management (1150) 

Affiliation: Exempt 

Employment Type: Regular Full Time 

Position Start Date: August, 2025

Salary Information: Pay Grade RNG-040: $63,866 to $79,832 per annum

Application Close: July 6, 2025

Main Purpose and Function

The Financial Planning & Analysis Assistant is responsible for an extensive range of administrative services supporting the Director of Financial Planning & Analysis as well as administrative activities in support of the overall business unit. 

Specific Duties/Responsibilities

• Handles the complex calendar of the FP&A Director and the Business Unit FP&A Director, scheduling and prioritizing meetings to ensure optimal use of time
• Supports the FP&A Director in creating clear, impactful communications, including PPT presentations, reports and draft emails
• Coordinate leadership, all-staff, and other major meetings, arranging logistics for the venue, securing agenda items, presentation slides, scheduling presenters, following up on action items
• Scheduling of high priority Finance review meetings related to Quarterly reviews, Budget & Service Plan reviews, including Finance Committee meetings and Council budget review meetings, working with CFO Executive Assistant
• Prepares materials for the FP&A Director in advance of the Council, Bid Committee, leadership, all-hands and other meetings.
• Monitors Council Report concurrences & CMM approvals, assigning to staff if required
• Informs FP&A Directors and managers of urgent issues that will require their immediate attention

• Coordinates travel and training submissions for FP&A staff and provides to Director for review and approval
• Reviews and reconciles online purchasing cards statements for the department and coordinates the review of purchasing cards by the Director
• Create shopping carts, and purchase orders, initiates payment of invoices
• Processes reimbursements of expenses for the FP&A Directors and team
• Vacation and attendance tracking for FP&A team
• Responsible for monitoring time entry for FP&A and following up on any time entry issues with the responsible managers and/or payroll
• Coordinates approvals for SAP access requests
• Initiates e-SAFs and e-CAFs for FP&A staff; drafts Job Requisitions as necessary and follows through the approval process and coordinates posting with human resources staff, drafts offer letters using existing templates
• Assists in the orientation and onboarding of new staff; handles new employee setup including equipment, IT and telecom requests, security and new employee forms
• General admin support: org chart updates, Quickfind updates, course registrations, supply orders, working with IT regarding equipment issues, updating email distribution lists
• Safety duties and organizing safety orientation and tracking for new employees
• Backup for CFO Executive Assistant during absences
• Participate in FRS Admin Team activities and projects
  
• Other duties as assigned

Minimum Qualification Requirements

Education and Experience:

• Diploma or an equivalent combination of education, training and experience
• Expertise in using MS Outlook, MS suite of tools including Word, Excel, PowerPoint
• Minimum of 3 years’ experience as an Executive Assistant or Executive Administrator supporting senior level management required

Knowledge, Skills and Abilities:

• Possesses the ability to prioritize and make independent judgment and action
• Excellent writing skills
• Ability to multi-task, 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 understand and follow oral and written instructions
• Ability to communicate with others in a warm and helpful manner while simultaneously building credibility and rapport
• Ability to perform thorough, complete and accurate work
• Ability to handle confidential and sensitive matters
• Ability to work independently without supervision, take initiative and be proactive

Where operationally appropriate and subject to change, the City of Vancouver has a Flexible Work Program. This program allows staff to work a hybrid work 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: Finance & Supply Chain Mgmt (1150) 

Affiliation: Exempt 

Employment Type: Temporary Full Time 

Position Start Date: August, 2025

Position End Date: August, 2026

Salary Information: Pay Grade RNG-030: $56567 to $70714 per annum

Application Close: June 29, 2025