Clerk III

Requisition ID: 41702 


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, reconciliation, 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 position manages all office and administration functions of a front line operations office and provides program support and accounting oversite of client services and administers the rent supplement program. Works with theDirector and staff as needed by providing administrative and clerical support. Please note that this is a in-office position with no possibility of remote or hybrid work.

 

Specific Duties/Responsabilities

  • Arrange meetings with External Partners as well as with multiple shelter and outreach non-profit providers.
  • Support the administration and disbursement of rent supplement payments to landlords of low- incometenants. Verify ongoing tenancy, confirm continued need for rent supplements, ensure that rentsupplements are delivered in a timely way, and apply policy and investigate discrepancies to determine andrecommend solutions to the program coordinator and/or the Director as needed. Maintain and managefinancial bank account for reimbursements.
  • Support SAP functions that include but are not limited to; journal vouchers, invoice processing, creation ofshopping carts for contracts, maintains records of project funding by City (such as HAW grants tocommunity agencies and Tenant Improvement arrangements to Temporary Shelters etc.
  • Prepare information for public consumption in cooperation with City of Vancouver Communications relatedto community meetings and notices of work being undertaken by Homelessness Services such as theWarming Centres and new shelter provision.
  • Responsible for creation of notices and documents and the dissemination of information related to the workof the Homelessness Services division to partners and the public as it relates to available servicesespecially during emergencies such as extreme weather or shelter evacuations etc.
  • Support admin functions including recording entries related to P-Cards in SAP and receiving and recordingreceipts for petty cash on a monthly basis.
  • Correlate simple statistical information collected in the course of research carried out by the HomelessnessOutreach Team using Excel or other accessible research tools.
  • Prepare a variety of statistical and narrative reports and statements, as requested.
  • Support the Homeless Count in the following areas:
  • Assist in the creation and preparation of materials for volunteers and for the volunteer trainings
  • Distribute recruitment letter and application form to volunteers
  • Prepare and print training information packages for 1000 volunteers
  • Order supplies, including food and coffee for training session as directed by the Planner responsible
  • Prepare count packages for 1000 volunteers
  • Organize storage and office space relevant to the count
  • Conduct orientation to city policies and procedures for new staff in a 25+ staff office with multiple auxiliariesand regular turnover of departmental staff.
  • Assigns and reviews the work of a position performing administration tasks.
  • Develop administrative departmental procedures and provide advice on administrative matters todepartmental staff including facility supervisors.
    • Support payroll functions for homelessness team and warming center team (seasonal).
    • Support recruitment functions for the team that include, creation of requisitions in Success Factors,arranging position numbers, offer letters etc.
    • Maintain and oversee filing in VanDocs for the team.
  • Perform other related work as required.

 

Qualifications
Education and Experience:

  • Completion of Grade 12, supplemented by or including courses in commercial subjects, officeadministration, and software applications (including Excel and PowerPoint) plus considerable experience ingeneral office work.
  • Considerable working knowledge of VanDocs and SAP is a strong asset.
  • Requires some working knowledge of behaviors of, and issues related to, Homeless clients in a front linestreet front office.

 

Knowledge, Skills and Abilities:

  • Thorough knowledge of policies which pertain to the work of the department and of departmental objectives,practices and programs.
  • Working knowledge of the rules and regulations which govern activities in the department.
  • Thorough knowledge of business English, spelling, punctuation and arithmetic.
  • Considerable knowledge of office methods, practices and procedures.
  • Working knowledge of administrative practices related to purchasing, personnel management, budgetestimates and control and accounting.
  • Superior working knowledge of practices and principles of record keeping and storage including relevantprivacy policy.
  • Ability to establish work priorities and develop work procedures.
  • Ability to maintain accurate records manually or using software applications.
  • Ability to understand and effectively carry out complex oral and written instructions.
  • Ability to manipulate data base information to draw meaningful correlations and reports.
  • Ability to compile and draft reports and correspondence.
  • Ability to establish and maintain effective working relationships with staff of various other civic departmentsand representatives of outside agencies.
  • Ability to communicate tactfully on behalf of the City with landlords of tenants receiving rent supplements.
  • Ability to plan and supervise the work of a small staff.

 

 

Business Unit/Department: Arts, Culture and Community Services (1200) 

Affiliation: CUPE 15 Non Pks 

Employment Type: Regular Full Time 

Position Start Date: 05/21/2024 

Salary Information: Pay Grade GR-017: $31.66 to $37.2 per hour

 

Application Close: July 15

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

 

Before you click Apply now

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. 5-10 minutes. Cover letters should express interest and highlight additional information relevant to the position and resumes should include a summary of skills and experience related to the position.

 


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