Download Program Assistant, Supervisory

JOB PROFILE
JOB STORE # 200
TITLE: PROGRAM ASSISTANT (SUPERVISORY)
CLASSIFICATION: CLERK STENOGRAPHER 11
JOB OVERVIEW
To provide a variety of office administrative, secretarial and financial support services for the branch and
coordinate the day to day priorities of the director, including providing liaison with ministry executive offices.
ACCOUNTABILITIES

Supervises administrative support staff including assignment of work, development and evaluation of
performance plans and approval of leave.

Assesses the office administration budget in order to provide cost data input into budget decisions
such as budget changes, reallocations or preparation of the next year’s budget; and/ or exercises
expense authority for office supplies, repairs and furniture (e.g., up to $300 per transaction).

Provides financial support such as monitoring expenditures, coding and processing business expense
forms and invoices, reconciling purchase card expenditures, and administering the petty cash account;
checks accuracy and completeness of financial documentation.

Types, formats and proofreads a variety of documents and materials such as memos, presentation
materials, graphs, flow charts, tables, reports, briefing notes, correspondence, spreadsheets, and
Cabinet Submissions from drafts or hand-written notes using desktop tools such as Word, Excel,
PowerPoint and Outlook.

Receives, sorts, prioritizes, logs, tracks and distributes incoming correspondence and briefing notes;
maintains a bring-forward system and ensures issues are tracked and addressed.

Responds to routine verbal and written inquiries from the public, government staff and other agencies.

Maintains the director’s calendar and makes travel arrangements, updates, arranges meetings
appointments and compiles files, correspondence, and resource material in preparation for meetings
and appointments.

Sets up and maintains the ARCS/ORCS records management system for the branch ensuring the proper
storage, retrieval and disposal of the branch’s records.

Schedules meetings, makes necessary arrangements (e.g., meeting dates and locations, required
equipment, and catering), prepares agendas with pertinent background information, tracks action
items, and takes and distributes minutes.

Updates and maintains administrative policy and procedures manuals.

Acts as the branch contact for facilities and equipment issues (e.g., furniture, photocopiers, office
moves) and ensures problems are resolved.

Assists branch staff with Time on Line entries and contacts service centre to resolve issues.

Assists with human resource administrative functions.
Career Group:
Job Family:
Administrative Services
Secretarial
Job Stream:
Role:
Revised Date:
Admin/Operational
December 2012

Orders and maintains a stock of office supplies for the branch.
JOB REQUIREMENTS

Secondary school graduation or equivalent, plus completion of courses or a certificate/diploma in
office administration or related area

Minimum 3 years experience providing administrative support services in an office environment

Minimum 1 year supervisory experience in an office environment, including assignment of work,
development and evaluation of performance plans, and approval of leave

Experience with budget administration, including providing cost data for budget decisions and
exercising expense authority for purchases

Experience with financial support services, including monitoring and reconciling expenditures, coding
and processing expense forms and invoices, and administering petty cash

Experience typing, formatting and proofreading a variety of documents such as memos, presentations,
tables, reports, correspondence, spreadsheets, briefing notes and Cabinet Submissions

Experience receiving, sorting, prioritizing, logging, tracking and distributing correspondence and
maintaining a bring-forward system; experience with CLIFF correspondence tracking system preferred

Experience with records management; experience with ARCS/ORCS preferred

Experience with electronic calendar management, including booking and updating meetings and
appointments

Experience making travel arrangements and organizing meetings, including scheduling, preparing
agendas, recording minutes and following up on action items, and booking locations, equipment and
catering

Experience working in a networked computer environment and with a range of computer applications,
including Microsoft Office (Word, Excel, PowerPoint and Outlook - networked); experience with MS
Access, MS Visio and MS Project preferred

Ability to keyboard with speed and accuracy at approximately 40 to 50 words per minute

Successful completion of security screening requirements of the BC Public Service, which may include a
criminal records check, and/or Criminal Records Review Act (CRRA) check, and/or enhanced security
screening checks as required by the ministry (Note: It is important that you read the job posting
carefully to understand the specific security screening requirements pertaining to the position).
COMPETENCIES

Concern for Order reflects an underlying drive to reduce uncertainty in the surrounding environment.
It is expressed as monitoring and checking work or information, insisting on clarity of roles and
functions, etc.
Career Group:
Job Family:
Administrative Services
Secretarial
Job Stream:
Role:
Revised Date:
Admin/Operational
December 2012

Holding People Accountable involves setting high standards of performance and holding team
members, other government jurisdictions, outside contractors, industry agencies, etc., accountable for
results and actions.

Planning, Organizing and Coordinating involves proactively planning, establishing priorities and
allocating resources. It is expressed by developing and implementing increasingly complex plans. It also
involves monitoring and adjusting work to accomplish goals and deliver to the organization's mandate.

Teamwork and Co-operation is the ability to work co-operatively within diverse teams, work groups
and across the organization to achieve group and organizational goals. It includes the desire and ability
to understand and respond effectively to other people from diverse backgrounds with diverse views.

Results Orientation is a concern for surpassing a standard of excellence. The standard may be one’s
own past performance (striving for improvement); an objective measure (achievement orientation);
challenging goals that one has set; or even improving or surpassing what has already been done
(continuous improvement).

Service Orientation implies a desire to identify and serve customers/clients, who may include the
public, co-workers, other branches/divisions, other ministries/agencies, other government
organizations, and non-government organizations. It means focusing one’s efforts on discovering and
meeting the needs of the customer/client.
Career Group:
Job Family:
Administrative Services
Secretarial
Job Stream:
Role:
Revised Date:
Admin/Operational
December 2012