Administrative Assistant III – Revenue Services and Tax Policy Assistant

Overview

Administrative Assistant III – Revenue Services and Tax Policy Assistant Jobs in Vancouver, Canada at City of Vancouver

Administrative Assistant III – Revenue Services and Tax Policy Assistant

Requisition : 46607

Organization
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 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 (Hereafter “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, and 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…

Title: Administrative Assistant III – Revenue Services and Tax Policy Assistant

Company: City of Vancouver

Location: Vancouver, Canada

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