Public Service Alliance of Canada BC

TERM ASSIGNMENT – ASSISTANT TO THE EXECUTIVE VICE-PRESIDENT
BAND 8, B.C. REGION, VANCOUVER REGIONAL OFFICE, LANGUAGE: ENGLISH, ASSIGNMENT FOR A PERIOD OF UP TO MARCH 2007

As part of the BC Region, this individual will work closely with the Regional Executive Vice-President (REVP) providing support in the day to day work and assisting the REVP in responding to a wide range of requests. The individual will possess good organizing skills and will be able to work independently, as well as part of a team; will be able to keep informed of issues sensitive to the union and to the office of the REVP, sort the information and bring important issues to the attention of the REVP; will have good research skills and excellent communication skills, both orally and in writing.

The individual will assist the REVP in the preparation of speeches and speaking notes, as required; will liaise with members, elected officers, staff and government and other organizations in his/her role of assistant to the REVP, and will assist the REVP in the preparation of progress reports of these activities.

This position will report to the Executive Vice-President, B.C. This position is excluded.

This position is open to: Internal PSAC staff, PSAC members and the public. Applications will be considered in that order. Applications, including a curriculum vitae should be submitted to the Executive Vice-President by no later than 3:30 p.m., January 26th, 2006, c/o PSAC, 5238 Joyce Street, Suite 302, Vancouver, B.C., V5R 6C9 or by e-mail to ducharp@psac.com

Job Description

This employment opportunity is offered to employees of the Alliance Centre, the Components, PSAC Holdings Ltd., and PSAC members who work in the above Region exclusively.

NOTE: The Alliance is committed to employment equity and is actively seeking to ensure a representative workforce. Applications are encouraged from equity groups including Women, Racially Visible, Aboriginal People, Persons with Disabilities, Gay, Lesbian, Bisexual and Trans-gendered persons.

PURPOSE OF POSITION

This position is responsible for working with the Regional Executive Vice-President (REVP), by supporting the day to day work and assisting the REVP in responding to a wide range of requests.

STATEMENT OF RESPONSIBILITIES

• Assisting the REVP in scheduling and prioritizing work;
• screening incoming mail, locating and attaching relevant background material, redirecting for action or information as required;
• maintaining a filing system (manual and/or electronic);
• maintaining the REVP’s schedule and itineraries; making travel and accommodation arrangements; arranging meetings chaired by the Executive Vice-President; maintaining scheduling of appointments and meetings; receiving and recording invitations for speaking engagements and personal appearances; ensuring that all relevant information is available by completing required research;
• preparing documents in advance of meeting;
• upon request, preparing minutes of meetings attended by the REVP, formatting and distributing them promptly;
• making arrangements with hotels, simultaneous translation providers and equipment rental providers;
• providing support to Regional Council at regional events;
• taking the lead and coordinating role in planning and organizing the BC Regional Convention
• preparing and dispatching materials for conventions and meetings;
• handling telephone calls and visitors to the REVP (e.g., members, media, government, etc.) using a high degree of tact and sound judgment, handling personally or referring to the REVP or appropriate officer/staff;
• Creating and maintaining a regional website;
• provides assistance to the REVP with the writing of correspondence, speeches/speaking notes and briefings;
• compose and edit correspondence; compose, type and sign routine correspondence on own initiative;
• communicating with members, elected officers, staff, union representatives, the public, the media, using a high degree of tact and judgment;
• assists the REVP at various labour, governmental and societal forums;
• provides assistance to the REVP with coalition building for the PSAC region;
• coordinate national files with the designated person at PSAC Headquarters;
• upon request from the REVP, independently carry out duties and assignments, some of which are highly confidential and of a politically sensitive nature;
• monitor PSAC policy and public information to identify areas of interest and concerns by keeping oneself informed of issues sensitive to the union, such as economic, social, political and legal imperatives and other issues of importance to the Region; disseminate the information and bring important issues to the attention of the REVP; assist the REVP in the development of action plans to respond to the priorities;

As a member of the Regional Finance committee or acting as the support person to regional committees, this position will be performing the following bookkeeping function;

• maintains Imprest accounts;
• prepares and submits Imprest account statements monthly;
• verifies all expenses, codes expenses to specific accounts;
• performs bank reconciliations, monitors bank statements and ensures sufficient funds are in account to cover expenses, track void cheques and cheques issued;
• Ensures PSAC accounting procedures are followed; maintains records of REVP Office finances including tracking numerous budgets.

CLASSIFICATION FACTORS

1. KNOWLEDGE

In addition to having a strong administrative skill base, this position also requires awareness of current issues that are of concern to the membership. The knowledge is greater than any one functional or program area. The incumbent must be well versed in the filing and retrieval of information. Knowledge is required for the “coordination of work and project specific activities”.

2. INTERPERSONAL SKILLS

The position must communicate with callers from a variety of areas who are often irate or demanding. The position must screen callers to ensure that the REVP is not inundated with phone calls. Preserving the organization and REVP’s professional image requires that the position always communicate with tact and calm.

3. CONCENTRATION

The position must concentrate when taking minutes at meetings and when reviewing numerical information. The position must cope with changing priorities and deadlines.

4. PHYSICAL DEMANDS

The position is required to perform keyboarding and filing on an ongoing basis.

5. COMPLEXITY

The position is required to support a wide range of activities and must keep abreast of emerging issues and actions. The position is expected to identify and utilize relevant sources of information to keep informed and to inform others. While the position is exposed to situations where it must demonstrate initiative and judgment its role is generally constant and the processes and methods used are generally related.

6. IMPACT

The position’s impact is significant in terms of the day-to-day effectiveness of the position that it supports. Much of the work performed by the position isn’t structured by policy by instead relies upon common sense and good judgement.

7. RESPONSIBILITY FOR INFORMATION

The position is responsible for verifying and approving financial transactions in accordance with PSAC policies. The position tracks the REVP office budgets and bank accounts. As the REVP’s assistant, the position is privy to information that is sensitive and confidential.

8. DEVELOPMENT AND LEADERSHIP OF OTHERS

The position is responsible for providing advice and guidance to elected officials and the general membership.

9. ENVIRONMENTAL WORKING CONDITIONS

The position is required to work in an office that lacks privacy and is subject to office traffic and noise. The position is required to travel.

QUALIFICATIONS

• Good knowledge of the organization, structure and functions of the PSAC;
• Good knowledge of and demonstrated commitment to union and equity principles, the aims and objectives of the PSAC;
• Strong administrative and secretarial skills associated with successful completion of business and/or secretarial training, or equivalent, and normally acquired through several years of experience in providing administrative and secretarial services relevant to the duties of the position;
• This position also requires awareness of current issues that are of concern to the membership. The knowledge is greater than any one functional or program area. The incumbent must be well versed in the filing and retrieval of information. Knowledge is required for the “coordination of work and project specific activities”.
• High degree of computer literacy including word processing and the ability to use the Internet for research purposes;
• Ability to maintain a website;
• Ability to organize and prioritise work;
• Ability to work as part of a team and independently, under pressure, meet deadlines, communicates effectively, respond independently, employing excellent communications skills, both orally and in writing and excellent tact.
• Position requires general knowledge of bookkeeping skills required to perform tasks such as account reconciliations (e.g. bank reconciliations), to record financial transactions, and prepare basic balance, income statements.

SALARY

$55,299 to $62,240/per annum.