The City of Vancouver is Looking For Office Support Clerk III at Vancouver, BC Full Time

Organization

Located on the traditional, ancestral and unceded lands of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) Peoples, Vancouver has a commitment to becoming a City of Reconciliation. Vancouver consistently ranks as one of the world’s most liveable cities and is working towards being the greenest city in the world. 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, decolonization, 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 & Function

The Office Support Clerk III provides administrative support of moderate complexity for the Transfer and Landfill Operations Branch. The successful incumbent of this position will require a sound knowledge of departmental practices and operations. This position performs a variety of administrative/clerical work while working independently and as part of a team. Also providing routine vacation coverage, as required.

Specific Duties & Responsibilities

Performs front desk duties; acts as primary contact and support for the Transfer Station Operations Branch, greets customers and contractors, responds to inquiries both in person, by phone or email.

Enters, reviews and validates CUPE 15, CUPE 1004, and exempt time entry s in SAP and updates personnel files.

Prepares, distributes, photocopies, etc., s, presentations, correspondence, spreadsheets, etc.

Organizes efficient and economical travel arrangements, calculating the estimated expenses to be incurred, and preparing necessary documentation.

Coordinates meetings and logistics (e.g. scheduling attendees, room procurement, equipment, and minute taking/compiling/distribution).

Drafts correspondence, agendas, minutes, e-mails. Tracks and follows up on correspondence and other types of inquiries ensuring that responses to requests for information from the public, Mayor and Council, and other City departments etc., are completed in a timely manner.

Prepares and tracks ESAFs.

Manages and tracks position numbers for the branch.

Compiles first aid/HCO/time loss stats.

Processes and maintains WCB and sick leave records.

Maintains Driver Services incident records.

Processes compost sales, billing and reconciliation including collection calls for overdue accounts.

Processes accounts payable functions and accounts receivable billing in SAP

Initiates SuccessFactors postings.

Creates and manages VanDocs containers.

Creates and manages Hansen network numbers.

Manages janitorial/coverall account.

Manages content uploads on reader boards and TV screens.

Manages branch tour bookings.

Manages office supply ordering.

Manages branch organizational chart.

Manages staff training requests for the branch.

Responds to public and 311 cases and general enquiries.

Monitors and manages the Branch visitor sign in logs

Creates shopping carts, obtains approvals, monitors and tracks carts; performs goods receipt process for invoices; updates information for goods that are received in SAP and Service Now.

Submits work requests as needed

Runs various SAP s as requested

Provides other administrative support as required.

Qualifications

Education and Experience:
Completion of Grade 12, supplemented by courses in business, accounting or office administration is preferred, plus sound related experience, or an equivalent combination of training and experience

Knowledge, Skills and Abilities:
Considerable knowledge of modern office practices and procedures.

Considerable knowledge of departmental processes and other city policies, regulations, rules, procedures and practices. Confirms compliance of documents with applicable policies or regulations;

Ability to deal effectively with the public and other staff by providing information and assistance which may involve making decisions requiring explanation of applicable rules and regulations.

Proficiency in the use of Microsoft office (Word, Excel, Outlook, PowerPoint, Visio) all with a high degree of accuracy.

Considerable knowledge of the use of SharePoint and Teams

The ability to learn new programs and procedures and teach others as needed.

The incumbent will have a strong working knowledge of SAP, ESAFs and VanDocs.

The ability to work independently and as part of a team.

Must have excellent customer service skills while providing professional responses.

The ability to deal respectfully with staff and customers and adjust to and ever-changing environment

Superior verbal and written communication skills.

The incumbent must possess good interpersonal skills to communicate effectively with co-workers and customers.

Excellent organizational skills with a proven ability to manage and process a high variety and volume of administrative duties including ability to multi-task, organize and prioritize work.

Ability to meet deadlines and work in a high volume environment, with a high degree of accuracy under minimal supervision with multiple interruptions. Along with changing processes and priorities.

Ability to exercise sound and fair judgment is essential as well as ability to exercise discretion and deal with sensitive and confidential information.

A sound knowledge of solid waste and recyclable materials management practices in BC would be an asset.

The City’s COVID-19 vaccination policy is currently suspended and as a result, vaccination against COVID-19 is not required at this time. However, should circumstances change and the City deem it necessary to re-introduce such policy, you may be required to provide proof of vaccination against COVID-19 in order to be eligible to continue performing your duties.

Business Unit/Department: Engineering Services (1300)

Affiliation: CUPE 15 Non Pks

Employment Type: Regular Full Time

Position Start Date: September 2023

Salary Information: Pay Grade GR-015: $26.87 to $31.56 per hour

Application Close: August 11, 2023

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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