Senior Support Specialist

Salary Range

4,567.00 - 5,835.00

Job Summary

As one of the fastest growing cities in the Pacific Northwest, Vancouver is building a city of the future through innovation, sustainable development, excellent leadership and effectively working with an engaged community. Our growth is guided by our core values of livability, sustainability and resiliency, innovation, and equity and inclusion, and we accomplish our work through collaboration, innovation, compassion and empowerment.

If who we are speaks to you, and if you’re the type of person who is interested in joining a team invested in planning for the future of Vancouver then the City of Vancouver may be for you.

We’re currently recruiting for a Senior Support Specialist in the Community Development Department. The primary responsibilities for the job are to serve as lead administrative support staff to boards and commissions and ad hoc committees; prepare for public meetings, including scheduling, public notice, preparation of agendas and minutes, publication of materials, coordination of new member orientation, and management of hybrid meetings, and respond to a variety of inquiries from Commission members and the public. Provide high level administrative support to Deputy Director and other managers, and perform support functions for division staff, including administrative, logistical and community outreach support. Provide ongoing support for accessibility upgrades, including meeting materials, website updates, and community engagement practices. Manage sensitive information, maintain confidentiality, and operate successfully in a political environment. Apply an equity lens to all work tasks and activities.

The salary range for this position is subject to change once union contract negotiations have concluded.

This is a full-time, regular, non-exempt union position. This position is covered under the provisions of an agreement between the City and the OPEIU union. The schedule for this position is M-F, 8am to 5pm.

Job Details

Essential Functions:

• Provide senior administrative support for the Planning Commission and Transportation and Mobility Commission and their staff liaisons, and other ad hoc committees as assigned. Manage all aspects of meeting preparation and logistics, including scheduling, public notice, preparation of agendas and minutes, review and publication of materials, compilation and publication of public comment records, coordination of new member orientation and annual retreats, and management of hybrid remote/in-person meetings including all technology and room set up. Respond to a variety of inquiries from Commission members and the public.

• Provide administrative support to Deputy Director, Transportation Planning Manager and Long Range Planning Manager. Schedule meetings and various events with internal and external partners, coordinate activities with other City departments, the public and outside agencies; Manage sensitive and confidential information and operate effectively in a political environment.

• Provide support to Comprehensive Planning Division staff, including:

• Administrative functions including ordering supplies, managing technology needs and software subscriptions, coordinating training and conference registration and making travel arrangements, taking meeting minutes and developing general correspondence, processing accounts payable and reimbursement requests for departmental staff, and providing coordination and support for weekly meetings.

• Community engagement functions including reserving meeting space and coordinating off-site technology needs, ordering meeting refreshments and supplies, coordinating interpretation and translation services, managing external communications and list servs, and developing and printing materials.

• Coordinate with staff in other City departments, including the City Managers Office, Communications and CVTC, Facilities, the Office of Equity and Inclusion (OEI), and Information Technology, among others. Serve as CDD representative on internal committees related to space planning and meeting facility upgrades, boards and commission process and software changes, and others as assigned. Cross train with administrative support staff in other departments as appropriate.

• Serve as the Comprehensive Planning Division’s internal expert on accessibility improvements for meetings, workshops, and other publicly facing engagement activities. This includes ensuring accessibility of meeting materials, engagement design and implementation, and consulting with project teams to support continuous improvement in this area.

• Manage website and Be Heard updates for the Comprehensive Planning Division as assigned. Represent the Division on internal committees relate