Job Posting Details

Administrative Assistant (Temporary, Full-Time up to 12 months), Central 1 Credit Union

Location:Vancouver, British Columbia
Posting Date:November 23, 2017
Closing Date:until filled
Web Site:www.central1.com
Employment Type:Full-time

Company Description

When you’re passionate about what you do and where you work, the rest comes easy. That’s the culture at Central 1 Credit Union, and that’s precisely what we’re looking for from you. Supporting nearly 150 member credit unions across British Columbia and Ontario, we’re the backbone of the credit union system in both provinces – taking care of everything from online services and product development, to payment processing, trade association services and more.

Our team of over 600 employees represent some of the most innovative, passionate individuals you’ll ever meet; people who honestly care about the organization, its members and each other. In other words, people who love what they do.

 

Job Description

Provides a variety of administrative support to the Manager, Product Compliance and Design. Duties include completing and processingadministrative forms; updating databases, spreadsheets and ledgers; conducting searches for information; responding to inquiries and providinginformation regarding departmental policies and procedures; providing support during the budget planning process; monitoring the budget; performingprocurement and contract administration duties; publishing content on the extranet; providing administrative services for the Product Compliance and Design department, managing credit union access to department content on extranet; approving department time sheets; organizing departmental, internal and credit union Committee meetings, minute taking; and managing the organization and execution of the bi-annual Lenders Conference.

SPECIFIC ACCOUNTABILITIES:

Performs administrative functions for the department: reviews correspondence, searches for background information as requested and composes routine correspondence; maintains calendars, coordinates schedules, books appointments and makes travel arrangements; answers main department phone line, distributes call backs to appropriate staff, responds to calls when relevant; and obtains and exchanges information on behalf of others as required

Ensures departmental filing systems are maintained and coordinates archiving and off-site storage as necessary

Responds to internal and external enquiries and provides information regarding the policies, procedures and mandate of departmental programs and services; coordinates the completion of Product Compliance and Design subscription contracts between Central 1 and the credit unions.

Assists in preparing various documents including correspondence, reports, policies, forms and other such documents; prepares graphs, forms, and presentations and may perform routine desktop publishing of brochures, promotional and training materials. Collects data from various sources and produces annual user report and subscription renewal document for credit union subscribers; coordinates webinars with Manager, Product Compliance and Design and credit unions, includes setting up webinar and publishing communications through various channels.

Coordinates the Operations Advisory Group Committee meetings; includes setting up web and telephone conferencing components, sending out meeting invite and agenda; taking and distributing minutes; coordination and distribution of meeting communications. Coordinates department webinars, produces communications promoting webinars and department related events.

Assists in preparing for the department budget, this includes providing administrative support in preparing the budget, preparing reports for Manager for EMT approval; attending budget planning meetings and training sessions; monitoring budget, preparing reports for Quarterly variance certification; inputing data in Longview; assists with adhering to deadlines during financial planning stages; completing A/P and A/R procedures for the department; preliminary reviewing of monthly department financial statements; investigating inconsistencies with internal and external clients and Finance.

Ensures computers, telephones and other office equipment are working effectively; orients new users, troubleshoots issues and provides routine user support, working in conjunction with IT and equipment service providers as necessary; coordinates space planning, office moves and installation of new equipment and software.

Receives, formats and submits regular communications from CMHC (Advices) on the secure site. Point of contact for CMHC administrative requirements;

Prepares and submits news and event items on the secure site for publishing. Manages Operations Manual Program access requests on the secure site, includes approvals in FIM, troubleshooting and follow up with the credit union. Routinely updates software licensing; reviews and maintains Business Continuity Plan for the department.

Provides input to the development of administrative systems and processes to support departmental requirements and updates administrative policy and procedures manual;

Qualifications

Community College diploma in business administration or related discipline, or an equivalent combination of education and experience. Minimum 2 - 3 years related experience in a large scale administrative and business environment.

Sound working knowledge of the principles, practices and processes involved in providing clerical and administrative support services. Sound working knowledge of computers and relevant software, including word processing, spreadsheet, database and presentation programs. Good analytical, research and problem solving skills. Strong organizational, time management, oral and written communication, interpersonal and customer service skills. Ability to multi-task, anticipate needs, co-ordinate work with others, troubleshoot issues, and balance and adapt to changing priorities. Ability to deal with a variety of situations with diplomacy and confidentiality. Ability to foster strong working relationships with internal staff and external contacts in order to accomplish objectives. Strong keyboarding and minute-taking skills. Proficiency in English grammar, spelling and punctuation.

 

 

Additional Information

We offer a great working environment, including an on-site fitness center and cafeteria. We are only a short walk along the seawall to Granville Island and the beaches of Kitsilano. Central 1 is proud of is committed to helping our employees achieve personal success and offers a competitive salary and variety of career development opportunities.

Central 1 is committed to diversity and inclusion. If you have a request for a disability-related accommodation, we will work with you to meet your needs.

Reports to: Manager, Product Compliance & Design
Grade: C
Date Posted: November 22, 2017

Internal Applicants must apply by: November 29, 2017

*Unsolicited resumes from vendors will not be accepted for this or any position at Central 1*