Clerk III (Sewer Connections Coordinator)

Requisition ID: 34949 


Company

Located on the traditional, ancestral and unceded lands of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh), 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 and Function

The Clerk III’s primary function is to provide administrative and technical support to the Sewer Operations Connections area by, tracking and reporting out on project status, collecting and monitoring connections related metrics.

 

The position monitors work of Connection crews; ensures assets to complete connections jobs are available; analyzes connections crews’ activities; and oversees a variety of records and reports related to work. The Clerk III is responsible for the daily coordinating and scheduling of both commercial and residential Sewer Operations permits and the related work.

 

The Clerk III reports directly reports and provides technical support to the to the Sewers Superintendent I’s in charge of Connections and the Administration Manager, working mainly with Superintendents I’s, EAIV of Connections and the Superintendent II of Connections.

 

Specific Duties and Responsibilities

  • Acts as lead contact for all connection crews. Monitors and tracks number and types of jobs they are working on, and how many have been completed each day, week and month. Provides raw data to EA IV, Project Manager & Superintendents reviewing costs and is responsible for planning, organizing, scheduling and coordinating work for Sewer Connections’ projects
  • Coordinates, schedules and monitors commercial sewer permits and residential sewer and water permits, emergency dig ups, catch basins, relays and dig backs for 14+ Sewer Connections’ crews, using various computer programs, including Hansen, Posse, VanMap, GIS, Tracker, SIS and VanDocs.
  • Reviews connection details and permits on POSSE for any restricting conditions such as site being an archeological area, checks for traffic restrictions and that crossing permits or drawings are included in the package before assigning the work to the crews. 
  • Understands, interprets and communicates industry polices and regulations to the public and internal staff, and makes recommendations to the public and other stakeholders for resolution to issues that arise.
  • Identifies documents, recommends and implements work process improvements and standardized forms; assists with writing and implementing connections procedures and manuals.
  • Consults with business analysts, branch superintendents, project manager & EA IV to develop and maintain relevant metrics to support the initiative as well as to provide cost efficient resolutions
  • Prepares and analyzes Hansen reports to project program planning for the next fiscal year
  • Provides support acting as a point of contact for the Sewer Design team as well as other branches such as Water, Park Boards, Streets and Electrical and Engineering Strategy and Standards regarding Connection Installations.
  • Prepares and distributes reports, records, and permit-packages.
  • Prints weekly new permit reports and provides critical information to various internal parties.
  • Logs entries into Hansen for Commercial Permits as required.
  • Reviews design drawings to check for utility conflicts and project summaries and compiles into Operations Design Packages, checking new permits for possible traffic restrictions and utility conflict issues and notify appropriate personnel.
  • Monitors permits for updating as required and ensures timely response.
  • Maintains daily hub sheets with essential information to ensure appropriate crew movement.
  • Monitors and updates paving information and provides paving calculations as required to appropriate internal personnel.
  • Provides support on work related complaints and enquiries in Hansen that have been directed to Superintendents from 311. Provides recommendations and solutions based on findings to achieve the most cost efficient and productive resolution and relays that information to customers as well as providing updates to the Superintendents and resolving Hansen service requests.
  • Trains staff and assists others that are not fully familiar with the work performed.
  • Other duties/responsibilities as assigned

 

Qualifications
Education and Experience:

Completion of grade 12, and considerable related experience providing administrative support to Engineering Operations, preferably in Sewer Operations

 

Knowledge, Skills and Abilities:

  • Working knowledge of the rules and regulations which govern activities in the department.
  • Working knowledge of department procedures.
  • Working knowledge of practices of office record keeping.
  • Skill in analyzing engineering related project data
  • Good interpersonal and oral/written communications skills, including the ability to effectively use telephone
  • Excellent analytical and organizational skills with exemplary attention to detail in order to  handle the varied workload
  • Ability to read Engineering drawings
  • Ability to effectively liaise with various levels of City staff, including crews, 311, Operations staff, Engineering Design staff, Superintendents and members of the public
  • Ability to deal tactfully and effectively with the public and other stakeholders, including providing information and assistance which may involve making decisions requiring explanation of applicable rules and procedures
  • Ability to independently perform business functions of moderate to high complexity
  • Ability to problem solve, exercise sound judgment, and make decisions using common sense
  • and information available
  • Ability to prioritize and organize work, handle multiple assignments and meet deadlines
  • Ability to work in a high volume environment with frequent interruptions and changing processes and priorities
  • Proven ability to receive detailed direction from a Supervisor and carry out tasks independently
  • Strong interpersonal and written/oral communications skills with the ability to effectively liaise with all levels of staff, including operations staff, engineering design staff and Superintendents
  • Ability in leading, coordinating, and collaborating with work groups of City staff, outside agencies, industry stakeholders and the public
  • Ability to deal tactfully and effectively with the public when difficult situations arise
  • Ability to analyze, organize and report on various project related metrics.
  • Ability to participate in training and development both internally and externally
  • Advanced knowledge and experience working with OMS, VanMap, ENGIS, SIS, Hansen, POSSE and SAP or equivalent programs are preferred
  • Considerable knowledge of applications such as MS Word, Access and Excel are required.
  • Ability to make independent decisions based on knowledge of departmental and City policies and procedures.
  • Ability to meet transportation requirements.

 

All City of Vancouver employees are required to be fully vaccinated as a condition of hire and ongoing employment.  Candidates may only be exempted from this requirement if they request and are approved for an accommodation based on a reason related to a Human Rights Code ground (such as disability). Such a request must be made during, not after, the recruitment process. 

 

Business Unit/Department: Engineering Services (1300) 

Affiliation: CUPE 15 Non Pks 

Employment Type: Regular Full Time 

Position Start Date: March 2022

Salary Information: Pay Grade GR-017: $29.13 to $34.23 per hour

 

Application Close: January 23, 2022

At the City of Vancouver, we are committed to recruiting a diverse workforce that represents the community we so proudly serve. Indigenous applicants, people of colour, all genders, LGBT2Q+ 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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Once you start your application you can save your work and leave the applications page, however please remember to submit your profile to the specific job requisition before the posting closing date.

In addition to uploading your cover letter and resume, part of the application process may include answering application questions related to the preferred requirements of the role which may take approx.. 5-10mins. Cover letters should express interest and highlight additional information relevant to the position and resumes should include a tailored summary of skills and experience related to the position.

 


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