P&D Administrative Services Supervisor

About Us

One of BC’s Top Employers, the City of Coquitlam offers meaningful career opportunities to make a difference within the local community. As the sixth largest city in BC, we are home to more than 150,000 residents. Our diverse municipality is a great place to work as it continues to grow through innovative urban design, inspiring arts, culture and recreation programs, and state-of-the-art transportation systems. Our brand is built on managing our resources in a responsible and sustainable manner, while supporting a vibrant, growing regional urban centre.We envision a bright future in Coquitlam that we hope includes you!

About You / What We Are Looking For

The Planning and Development Department is seeking an experienced administrative professional to join the Coquitlam team in this newly created position of Planning & Development Administrative Services Supervisor. This supervisory role will provide leadership and direction to clerical support staff, coordinate departmental workflows, maintain document management systems, and serve as the primary resource for administrative related matters or records and documentation matters. The position also provides advanced administrative support to senior managers and technical staff while coordinating onboarding, orientation, and training activities for new employees to support a smooth and successful transition into the organization.

The successful candidate will bring strong knowledge of departmental administrative processes and the ability to coordinate complex documentation and regulatory requirements while identifying opportunities to improve operational efficiency and administrative practices. This position requires exceptional organizational, interpersonal, and communication skills, along with the ability to establish effective working relationships, exercise sound judgment and initiative, and work independently in a fast-paced environment.

Responsibilities

·Coordinate and oversee departmental administrative activities, records systems, and workflow processes.

·Ability to supervise, assign, and review the work of clerical support staff.

·Prepare reports, correspondence, and operational documents, through reviewing, editing, formatting, and preparing, and finalizing formal reports/document packages.

·Serve as the central escalation point for documentation, records, and administrative process issues.

·Develop and maintain a centralized departmental document library and tracking systems.

·Coordinate and track bylaw amendments and supporting regulatory documentation.

·Ensure compliance with statutory obligations, Council procedures, corporate records policies, and legislative requirements.

·Review documentation for structural accuracy, completeness, and procedural alignment.

·Recommend and implement improved administrative methods, systems, and procedures to enhance operational efficiency.

·Coordinate administrative processes and information flow within the department and with other City departments.

·Ability to work with minimal supervision and relieve superior of routine clerical functions and detail.

·Assist with departmental budget monitoring and administrative reporting.

Qualifications

·Completion of grade 12 education supplemented by certification in Local Government Administration, Public Administration, or a related field.

·Minimum of 3-5 years of related experience in a complex administrative assistant role or office management experience.

·Excellent communication and interpersonal skills.

·Strong organization and leadership skills.

·Supervisory experience is considered and asset.

·Proficiency in Microsoft Office Suite.

·Ability to multitask and work in a fast-paced environment.

·An equivalent combination of education, training, and experience may be considered.

Preferred Qualifications

·Considerable related experience in municipal administration, records management, regulatory documentation, or legislative processes.

What We Offer:

This CUPE position has an hourly rate range of $37.32 - $43.93 per hour. The rate of pay is based on a variety of factors including qualifications, knowledge, experience and skills.

You will have the chance to join a rapidly growing and diverse team dedicated to supporting the local community, and be able to engage in variety of learning and development opportunities. Additionally, there is an opportunity to participate in an earned day off/flex day program. This position is based in Coquitlam with some flexible, hybrid work options available. The City offers an attractive vacation and extended benefits package, including the ability to contribute to the Municipal Pension Plan.

Accessibility / Equal Opportunity Employer

The City of Coquitlam is proud to be an Equal Opportunity Employer working towards enhancing equitable practices in our recruitment and retention processes. As an organization, we are committed to creating an inclusive work environment to support our growing and diverse work force. To learn more about what equity, diversity, and inclusion means, and the City’s efforts in support of these principles, please visit coquitlam.ca/ for more information.

If at any time during the application or recruitment process you require additional assistance or an accommodation, please contact our team for confidential support. Staff can also provide in-person support if required.