Administrative Assistant III

Administrative Assistant III - Revenue Services and Tax Policy Assistant

Requisition ID: 46607 

Organization
Vancouver is consistently ranked as one of the world’s most liveable and environmentally sustainable cities. Recognized among BC’s Top Employers and Canada’s Greenest Employers, the City of Vancouver is seeking colleagues who can help advance our core commitments to exceptional public service, sustainability, equity, and an outstanding quality of life for all residents.

With a strong commitment to being a City of Reconciliation, we invite you to join our dedicated team and become part of an innovative, inclusive, and engaging workplace. A career with the City of Vancouver and within the broader public service, offers meaningful work where you play a key role in ensuring equitable access to services, upholding ethical governance, and supporting the needs of citizens with integrity and dedication.

Main Purpose and Function
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.

Specific Duties and Responsibilities
Executive support, Scheduling and Meeting Coordination:

• 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

Communications, Issues Management and Stakeholder Relations:

• 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.

Corporate Reporting, Governance and Workflow Coordination

• 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

Financial and Contract Administration

• 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

HR & staff administration

• 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
• General administration
• 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

Other duties:

• Completed other duties / responsibilities as assigned

Qualifications
Education and Experience:

• 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

Knowledge, Skills and Abilities:

• 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

Business Unit/Department : Finance & Supply Chain Mgmt 

Affiliation: Exempt 

Employment Type: Regular Full Time 

Position Start Date: August, 2026 

Salary Information: Pay Grade RNG-030: $60,011 to $75,019 per year

Application Close: July 15, 2026

At the City of Vancouver, we are committed to recruiting a diverse workforce that represents the community we so proudly serve. Indigenous peoples, people of colour, 2SLGBTQ+ persons including all genders and persons with disabilities are encouraged to apply.  Accommodations will be provided upon request during the selection process. . 

The City of Vancouver acknowledges that it is situated on the unceded traditional territories of the xʷməθkʷəy̓əm (Musqueam Indian Band), Sḵwx̱wú7mesh Úxwumixw (Squamish Nation), and səlilwətaɬ (Tsleil-Waututh Nation).

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Once you start your application you can save your work and leave the applications page, however please remember to submit your profile to the specific job requisition before the posting closing date.

In addition to uploading your cover letter and resume, part of the application process may include answering application questions related to the preferred requirements of the role which may take approx. 5-10 minutes. Cover letters should express interest and highlight additional information relevant to the position and resumes should include a summary of skills and experience related to the position.