Detailed Job Description
JOIN US IN ENABLING TRADE THROUGH CANADA'S LARGEST PORT.
The Vancouver Fraser Port Authority is an arm’s-length federal agency responsible for the shared stewardship of the lands and waters that make up the Port of Vancouver, Canada’s largest port. Our mandate, as outlined in the Canada Marine Act, is to enable Canada’s trade objectives on behalf of all Canadians, ensuring the safe movement of goods through the Port of Vancouver while protecting the environment and considering local communities.
As an organization with a significant impact on communities and businesses across Canada, the Vancouver Fraser Port Authority is dedicated to diversity, inclusion, and sustainability. We strive to create a workplace that mirrors the richness of our community, empowering all employees to achieve their full potential.
The
Administrative Assistant – Chief Financial Officer Division provides administrative support for designated department(s) within the CFO division. As a member of the administrative support team, works with the department members in support of departmental/ organizational objectives. As required, this position performs other related duties.
What You Do
- Provide internal and external customer service by actively responding to customer needs, retrieving and communicating information via telephone, email or in-person or redirect as appropriate.
- Track and enter staff payroll, register employees for conferences/courses, make travel arrangements and prepare expense account claims.
- Open mail and action or distribute as required and maintain department filing and tracking systems. Facilitate approvals for a variety of documents to adhere to corporate policies and directives.
- Compose, proofread and format correspondence, presentations and spreadsheets. Assemble, prepare, collate and distribute as required.
- Facilitate on-boarding and off-boarding procedures for employees. Provide orientation and training on department and corporate processes.
- Assists departments with processing required documentation for out of country shipments.
- Receive and process incoming cash, cheques and EFT payments, prepare and make bank deposits. Coordinate distribution of cheques and EFT remittances to vendors.
- Coordinate purchases using department credit cards and reconcile statement.
- Track financial expenditures, code invoices for payment and assist with the preparation of annual and monthly department operating budgets, variance reports and year-end accruals. Follow-up on routine financial queries.
- Provide contract administration support and assist with preparation of purchase orders, contracts and submissions.
- Coordinate leave, prepare training and reference materials and cross-train to ensure administrative coverage within division.
- Organize, lead and participate in administrative professional and division support teams and committees.
- Organize meetings and events, including booking meeting rooms/venues, arranging catering, purchasing gifts, preparing meeting materials. Prepare and mail invitations and coordinate RSVP’s. Communicate details to participants. Take minutes at meetings and distribute on a timely basis.
- Perform other duties as required.
- High school graduate with a minimum of 1 ½ years of experience as an administrative assistant.
- Must have excellent keyboarding skills (a minimum of 60 wpm) along with personal computer proficiency in MS Office Suite, and other related applications.
- Must be able to operate contemporary office machines and have the ability to write routine materials.
- In addition, must have excellent editing and proofreading skills.
- Previous data entry experience using a computerized accounting system and experience receiving and processing cash and cheques would be an asset.
- Must be a customer service-oriented individual with good interpersonal and communication skills.
- This individual must have an excellent verbal and written communications skills, with the ability to communicate tactfully and positively with all contacts, both internal and external.
- Must be a team player with excellent organizational skills and flexibility to manage multiple tasks and changing priorities.
- Demonstration of initiative, the ability to work independently and the maintenance of accurate and timely work output are essential.
- Market-competitive base salaries
- Learning, development, and advancement opportunities
- Onsite gym with towel service in a national landmark in the heart of Vancouver’s waterfront
- Friendly, unique, and respectful workplace
What You Bring
What we offer:
We Offer a Robust Total Rewards Package Including
Location: Vancouver, Canada
Job type: Bargaining Unit, Temporary, In-office
Working environment: Normal working office conditions
The incumbent must obtain and maintain a valid Marine Transportation Security Clearance when specific projects require this position to access restricted areas/information as defined by the Marine Transportation Security Regulations.
This is Canadian-based employment, and all employees are expected to maintain legal eligibility to work in Canada. Applicants advancing in the hiring process may be subject to technical assignments, psychometric assessments, and/or background checks, including but not limited to criminal record, credit, and/or reference checks.
At the Vancouver Fraser Port Authority, we are dedicated to employment equity and a workplace reflective of the diversity of our port community. We welcome applications from all qualified candidates including women, persons with disabilities, Indigenous peoples, and members of visible minorities. Reasonable accommodation can be provided in the selection process and while working with the port authority. If you require assistance with applying to our openings or are seeking accommodations to apply in an alternative format, please contact us at careers@portvancouver.com. We are committed to supporting your needs and will do our best to provide the necessary assistance.
We recognize and acknowledge that we are located on the traditional territories of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) Nations. To learn more about our First Nation relations and commitment to reconciliation, please visit our website.
