CLK 11R – Administrative Assistant

BC Public Service

Posting Title CLK 11R – Administrative Assistant Position Classification Clerk R11 Union GEU Location Vancouver, BC V6B 0N8 CA (Primary)Salary Range $46,182.50 – $52,157.99 annually Close Date 10/7/2022 Job Type Regular Full Time Temporary End Date Ministry/Organization BC Public Service -> Destination BC Corp. Ministry Branch / Division Global Marketing Job Summary Administrative Assistant Clerk R11Competition #: DBC 2022-27 If you are interested and you meet the selection criteria please respond to this link with your cover letter and CV prior to 4 PM October 7, 2022 .You must be a Canadian citizen or permanent resident to apply for this full-time opportunity.The initial salary for this position will start at the beginning of the listed salary range with the opportunity to advance up the pay grid in annual increments. An eligibility list may be established.On November 1, 2021 the BC Public Service announced the COVID-19 Vaccination Policy that defines the conditions and expectations for BC Public Service employees regarding vaccination against COVID-19. Among other possible measures, proof of vaccination will be required. It is a term of acceptance of employment that you agree to comply with all vaccination requirements that apply to the public service. More information can be found here .Destination BC is recognized globally for our strong, authentic brand, our award-winning creative and leading-edge marketing, and our destination management strategies. We work hard, play to our strengths, support each other unreservedly, and consider it a privilege to share the transformative power of BC’s experiences with the world. We offer the opportunity to love what you do by engaging in exciting and innovative work and immersing yourself in a collaborative work culture that is committed to empowerment and employee learning and development. Our primary workplace model is a combination of in office and work from home based on a split week giving you the best of both worlds.We are a provincially funded, industry-led Crown corporation that supports a strong and competitive future for BC’s tourism industry through a combination of global marketing, destination development, industry learning, cooperative community-based programs, and visitor servicing. The Corporation strives to grow sustainable social, cultural, environmental, and economic benefits for all British Columbians through the encouragement and promotion of responsible travel. Destination BC receives approximately $52 million each year, out of a Provincial investment of about $140 million in BC’s tourism ecosystem. These investments help to improve the visitor experience, support businesses and communities, and strengthen BC’s worldwide reputation as a destination of choice. For more information about Destination BC’s programs and services, please visit www.DestinationBC.ca .Destination BC is committed to ensuring diversity, equity, and inclusion within our organization and in all aspects of our work, and welcome applications from all qualified job seekers. If you are an applicant with a disability, we will ensure workplace accommodations are in place to enable you to do your best work.A safe and respectful workplace for all employees is s a leading priority for our organization, and as part of this, we are committed to the health and safety of our employees, industry partners, sub-contractors, and community during COVID-19 and beyond.For inquiries regarding accommodation requirements, or to learn more about our commitment to the health and safety of our employees during COVID-19, please contact [email protected] For more information about Destination BC’s programs and services, please visit www.DestinationBC.ca .Indigenous Applicant Advisory Service is available to applicants who self-identify as Indigenous (First Nations, status or non-status, M├ętis, or Inuit) seeking work or already employed in the BC Public Service. For advice and guidance on applying and/or preparing for an interview for this opportunity, we invite applicants to connect with the Indigenous Applicant Advisor, Amanda, by email: [email protected] or by phone: 778-698-1336.PURPOSE OF POSITIONAs the Administrative Assistant you provide budget and accounting support for Destination BC’s Global Marketingprogram area. You will be responsible for monitoring and completing forecasts. You will also provide general administrative and marketing support for the program area and be responsible for completing the fiscal year-end duties. This position has access to and works closely with the Financial Analyst from Corporate Services team. This position supports the Market Development program area and is cross-trained to support other areas within the Global Marketing division.SPECIFIC ACCOUNTABILITIES Gathers, compiles, and reports on the program’s financial information, including salaries and budget development. Provides budget development support by working directly with the client managers on operating and revenue estimates, incorporating changes to Chart of Accounts, paylists, project codes and linkages. Maintains a variety of ad-hoc financial systems required for analysis; initiates and tracks reallocations of resources. Provides information on financial policy, procedures, and controls. Searches, verifies and assesses accuracy of information and processes and resolves or escalates problems. Processes day-to-day financial transactions: Maintains the financial and budget processes for the program area including the processing of invoices, tracking of expenses, and reporting ensuring adherence to Destination British Columbia’s financial policies and procedures. Preparing financial back-up documentation such as Business & Event Expense Summary Form (BEESs) Provides contract administration services: provides government contract administration support such as drafting general service and foreign service contracts, setting up and loading contracts in Destination BC’s SAP accounting system, tracking contract payments Provides records administration support. Provides support including scheduling of meetings, annual events, seminars and presentations; making necessary arrangements (e.g. meeting dates and locations, required AV equipment, catering and other logistics, managing RSVP’s) Assists with Trade Fams and Press Trips including but not limited to travel arrangements for program area staff and key trade & media clients including flights, accommodations and transportation for travel within BC, Canada and US Organizes and collects media clippings from international offices and ensure timely distribution of clippings to the appropriate BC tourism partner (including but not limited to BC business, city and regional Destination Marketing Organizations). Facilitate any external inquiries regarding international media clippings to ensure timely responses from required parties Other related marketing and administrative duties as required. JOB REQUIREMENTS Secondary School graduation or equivalent. Experience in accounting and budgeting. Knowledge of accounting principles, procedures, and financial policies. Preference given to candidates with experience in providing administrative and marketing support 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. Information Seeking is driven by a desire to know more about things, people or issues. It implies going beyond the questions that are routine or required in the job. It may include “digging” or pressing for exact information; resolution of discrepancies by asking a series of questions; or less-focused environmental “scanning” for potential opportunities or miscellaneous information that may be of future use. 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. 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. Teamwork and Cooperation 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). ORGANIZATION CHARTVP, Global MarketingDirector, Market Development Administrative AssistantManager, Marketplaces & Special EventsManager, Market Development (2)Manager, Travel Media Relations & PartnershipsHOW TO APPLY & APPLICATION REQUIREMENTS:In order to be considered for this position, your application must clearly demonstrate how you meet the education and experience as outlined in the job requirements section above. Applicants selected to move forward in the hiring process may be assessed on the knowledge, skills, abilities and competencies as outlined in the above Job Description. A Criminal Record Check (CRC) will be required.A cover letter is required as part of your application. The content and/or format of your cover letter may be evaluated as part of the assessment process.A resume is required as part of your application. Ensure your resume includes your educational accomplishments, employment history including start and end dates (month and year) of your employment, and any relevant information that relates to the job to which you are applying.As part of the application process, you will be prompted to complete anonline questionnaire to demonstrate how you meet the job requirements. Responses to this questionnaire will be used to shortlist applicants against the job requirements.Please allot approximately 30 minutes to complete the application.Only applications submitted using the online application portal will be accepted.If you are interested and you meet the selection criteria please respond to this link with your cover letter and CV prior to 4 PM October 7, 2022 .Job Category Administrative Services