Office Support Clerk II - Records Clerk

Requisition ID: 43234 

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 and environmentally sustainable cities. 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 and Function
The Engineering Team Services Records Clerk is responsible for a variety of daily records management duties, which focuses primarily on VanDocs and VanRims Classifications.  The Record Clerk also hosts the building’s safety orientation to new staff, provides assistance to staff obtaining office supplies from the Team Services stock room and provides back-up to the Mail Clerk position.

Specific Duties and Responsibilities

• Assisting staff and engaging in projects that help staff increase their daily use of VanDocs, determining VanRims classifications, scanning and importing a variety of documents and files for hard copy and electronic storage using the corporate VanRims classifications.
• Responding to FOI record requests for information from the public.
• Retrieving information from paper, electronic or film based files; assisting in the scheduling and transferring of records off site and requesting file searches from external sources.
• Quality checking scans and colleagues’ projects, including ensuring the standard naming convention is adhered to and the quality of the scans meets Corporate Records standards.
• Providing VanDocs orientations to new staff and/or employees are struggling to operate within the program as a Super-Use for the department.
• Providing building safety orientations to new or returning staff to the Crossroads office site.
• Assisting staff in obtaining office supplies and equipment in the Purchase Clerk's absence.
• Performing the mail delivery and duties when the Mail Clerk is away as required. Mail Clerk duties include extensive walking and frequent standing while sorting mail, regularly reaching above shoulder height and carrying up to 4 kg of mail. A wheeled cart is available if preferred or if weights exceed 4 kg.
• Verifying employee driver licenses in-person for the Car Share Coordinator when requested.
• Other duties as required.

Qualifications

Education & Experience:

• Completion of Grade 12, preferably supplemented by standard commercial course such as Microsoft Office Suite and/or Records Management Programs.
• Working knowledge of the Microsoft Outlook, Word, Excel, PowerPoint and Teams.
• Comprehensive understanding of the VanRims classification system.
• Experience working with standard records management systems, such as VanDocs.
• Experience working with scanning software and equipment.
• Experience as a Departmental Records Coordinator would be considered an asset.

Knowledge, Skills and Abilities:

• A general understanding of the organizational structure and various roles and responsibilities of the Engineering Services Department would be considered an asset.
• Working knowledge of the City of Vancouver’s Corporate Records Centre, what they are responsible for, and the ability to navigate their website.
• Proven ability to prioritize workload.
• Strong attention to detail and ability to find patterns.
• Ability to comprehend thoughts and requests in written format is critical to the successful operation of the office systems.
• Proven ability to provide excellent customer service.
• Demonstrated ability to work independently and as a member of the team, while establishing and maintaining effective working relationships with colleagues.
• Ability to use Quickfind and VanMap is preferred.

Business Unit/Department: Engineering Services (1300) 

Affiliation: CUPE 15 Non Pks 

Employment Type: Temporary Full Time 

Position Start Date: May 2025 / June 2025 

Position End Date: May 2026

Salary Information: Pay Grade GR-013: $27.04 to $31.66 per hour

Application Close: March 2, 2025

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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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.