Job Description

Requisition ID: 43194





Organization


Located on the traditional, ancestral and unceded lands of the x?m??k??y??m (Musqueam), S?wx?wu7mesh (Squamish), and s?lilw?ta? (Tsleil-Waututh) Peoples, Vancouver has a commitment to becoming a City of Reconciliation. Vancouver consistently ranks as one of the world's most liveable and environmentally sustainable cities. Named among Canada's Top 100 Employers, BC's Top Employers, and Canada's Greenest Employers, the City of Vancouver seeks colleagues who can help shape and embody our core commitments to sustainability, reconciliation, equity and outstanding quality of life for all residents.


Consider joining our committed team of staff and being part of an innovative, inclusive and rewarding workplace.




Main Purpose and Function


The Manager, Mayor and Council Support is responsible for the administration and efficient operations of the Mayor's and Councillors' Offices. The position oversees the management of the financial accounting for Mayor and Council including the annual budget, invoicing, contracts, and payroll.




The position also oversees the day-to-day activities of two staff groups providing administrative support to Mayor and Council. The position is responsible for implementing processes, setting professional service standards, and ensuring the Mayor and Councillors receive administrative support to perform City business. The position has significant independence within the framework of established policy and practice and exercises judgement in making decisions to apply bylaws, policies, and guidelines.




This position reports to the Director, Business and Election Services and supervises the administrative teams in the Mayor's and Councillors' Office. Other key contacts include Elected Officials, Mayor's political staff, City Manager's Office, City staff from other departments and other government agencies.




Specific Duties/Responsibilities


Team Leadership:


• Manages, monitors, and improves Mayor and Council Support's administrative performance by analyzing challenges with current processes and procedures and making appropriate decisions to improve efficiency and effectiveness
• Develops and maintains the Mayor's Office business continuity plan that interfaces with other areas of the City Clerk's Office as appropriate
• Provides leadership and supervision to unionized and exempt staff, including hiring and termination, discipline, performance and attendance management, coaching, training and development. Inspires, motivates, guides and directs all staff


+ Provides coaching on a timely basis; develops and sets goals and expectation, identifies training and development for subordinate staff
+ Meets with employees to resolve disputes and administers appropriate collective agreements, hears grievance meetings at step 1 of the grievance process and in consultation with superiors has the authority to resolve grievances at that step
+ Communicates with staff on a regular basis through team meetings to discuss policies and administrative issues, share information, and problem-solve difficulties that arise in a challenging office environment.
+ Conducts performance reviews and manage ongoing performance, including discipline as necessary, of direct reports. Collaborates with Director, Councillors, Mayor's Chief-of-Staff and HR on performance issues as needed
• Provides direction, guidance, advice and training to staff on the interpretation and application of the various policies and bylaws related to Mayor and Council
• Partners with HR to lead the recruitment processes and activities for the Mayor and Council Support Office

Business Process:


• Participates as a manager in the business unit to recommend strategies, goals and budget targets; with a focus on initiatives that affect the Mayor and Council Support team.
• Leads development and documentation of administrative processes and inspires a culture of continuous process improvement
• Proactively identifies emerging issues and opportunities on a regular basis, and recommends appropriate responses to Director, Business and Election Services and Mayor's Chief-of-Staff
• Reviews legislative requirements for Mayor and Councillor Expenses Bylaw and proposes recommendations for legislative amendments for Council's consideration

Financial Management


• In conjunction with the Mayor's Chief-Of-Staff and with the support of the division Financial Analyst, develops baseline budgets, forecasts and reports for monthly and annual Mayor's Office expense budgets
• In conjunction with the Director, Business and Election Services, and with the support of the division Financial Analyst, develops baseline budgets, forecasts and reports for monthly and annual mayor and council support budget
• Reviews and approves daily and monthly expenses and ensures proper coding to Mayor and Councillors' budgets
• Ensures charges to the Mayor and Councillors budgets fall within Mayor and Councillor Expenses Bylaw
• Reviews and prepares reports for approval of Council expenses for Open Data release
• Monitors and maintains all Purchasing card for the Mayor, Mayor's Office staff and Councillors
• Manages journal vouchers, workflows, invoices, shopping cart process and other associated tasks

Administration


• Coordinates and participates in various business unit meetings including developing agenda, minutes and tracking action items
• Liaises with Payroll and HR on all payroll matters including elected officials and political staff
• Oversees the transition of incoming/outgoing Mayor, Councillors and political support staff after each election every four years.
• Oversees the retrieval of records of Freedom of Information requests for the Mayor's Office and Councillors Office
• Acts as the Departmental Records Officer (DRO) for the Mayor and Council Support Office and ensures consistent and documented records management practices
• Oversees all travel arrangements and related expense for the Mayor and Mayor's political staff adhering to City policy
• Has oversight for office functions such as the administration of consultant contracts, management of confidential personnel files, SAP time entry, security access, and procure-to-pay processes
• Partners with Human Resources with respects to recruitment. Initiates and approves ESAF's, ECAF's and entries of job requisitions in Success Factors.
• Performs other duties/responsibilities as required, including covering for Director, Business and Election Services in decisions and actions related to the administrative support of Mayor and Council, and covering for the Manager, Business and Election Services in decisions and actions related to the correspondence and administration teams that supports the City Clerk's Office as a whole.
• Other duties/responsibilities as assigned

Minimum Qualification Requirements


Education and Experience:


• Diploma or Degree in Management, Business Administration, or a related field, including at least five years' experience in senior administrative roles coupled with responsibilities supervising staff and office management, or an equivalent combination of education and experience
• Experience supervising and managing staff in both exempt and unionized setting, preferably in a municipal environment
• Experience in developing individual performance management processes including employee performance evaluations, employee feedback and coaching systems and employee training plans

Knowledge, Skills and Abilities:


• Knowledge of City operations, policies, practices and procedures
• Budget management skills
• Excellent data and statistical analysis skills
• Thorough knowledge of office practices and procedures
• Considerable knowledge in Human Resource practices with a specific focus on labour relations, recruitment and leading and managing employees
• Sound knowledge of applicable collective agreement and an ability to deal effectively with labour and employee relations issues
• Progressive management skills to effectively lead staff including coaching, mentoring, facilitation, dispute resolution, team development, and dealing effectively with employee issues and promoting overall motivation
• Effective organizational skills to manage a changing workload, track and follow up/follow through on delayed assignments, projects, and reports involving other departments
• Ability to consider complex administrative requests, collaborate with multiple internal stakeholders at all levels of the organization, develop recommendations and effectively communicate a resolution.
• Ability to strategically address complex business administration and technical questions by assessing data, researching possible solutions, and making changes to improve processes
• Ability to lead positive change
• Ability to plan, organize and supervise the work of a number of subordinates, providing training where necessary
• Ability to develop, recommend and implement new work methods and procedures
• Ability to exercise substantial discretion and deal with highly sensitive and confidential information in support of elected officials and senior management
• Ability to multi-task, organize and prioritize work, all while under pressure with constant interruptions and deliver/meet goals in a timely manner
• Ability to take initiative and be proactive
• Ability to work independently without supervision
• Ability to create a vision with clear expectations for staff and provide leadership necessary to set performance goals and coach employees to achieve desired results
• Ability to build and maintain effective working relationships at all levels of the organization
• Superior ability to use computer software such as MS Suite, VanDocs, SharePoint and SAP

Business Unit/Department: City Clerk's Office (1060)


Affiliation: Exempt


Employment Type: Temporary Full Time


Position Start Date: March 2025


Position End Date: December 2026


Salary Information: Pay Grade RNG-060: $75410 to $94253 per hour




Application Close: February 26, 2025


At the City of Vancouver, we are committed to recruiting a diverse workforce that represents the community we so proudly serve. Indigenous peoples, people of colour, 2SLGBTQ+ persons including all genders and persons with disabilities are encouraged to apply. Accommodations will be provided upon request during the selection process.Learn more about our commitment to diversity and inclusion.




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