Office Support Clerk III

Requisition ID: 42703 

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 
This position performs works collaboratively to provide moderately complex and varied clerical and accounting work including work related to, but not limited to, the processing of grant applications, liaising with the public and communicating with applicants, grants data base and budget maintenance and recurring payments; formatting Council reports, using SharePoint and obtaining concurrences.

Specific Duties and Responsibilities

• Formats and proofreads Council Reports, announcements, application forms, guidelines, e-mails, and other standard grant related correspondence.
• Provides support to Council Reports authors on VanDocs and SharePoint activities; ensures submission deadlines are met; contributes contents/data for appendices if needed
• Prepares monthly reports of RTS (Report Tracking System) information.
• Supports all administrative aspects of multiple grants streams.
• Creates and edits grant application and criteria forms in Word and/or in other software/grant management systems.
• Prepares application invitation (hard or soft copy), monitors grant application intakes, e.g. managing the VanApply e-mail account, photocopying, checking for completeness of required attachments, following up and communicating with applicants; Maintains a database using Grant management system, designs queries to generate statistical/analytical reports, designs forms with comments and conditions.
• Maintains conditions and key milestones and works with planners to ensure conditions are met.
• Uses SAP to create new order numbers, initiate release of grant funding, honorariums, track grant payments (with subject to conditions), process returned and cancelled cheques, cheque, and Electronic Fund Transfer (EFT) disbursements, recurring payment reports, vendor information, and other functions.
• Coordinates with Financial Services, ACCS to prepare the year-end carry forward for unpaid grants.
• Assists with the administration of grants budget, coordinates with Planners and Financial Services to maintain up-to-date budgets, including payments to-date, remaining balances, and total budget per stream.
• Takes a proactive approach to monitoring and updating the divisional intranet websites to ensure that they contain up to date and timely information, liaises with IT Web Services to maintain content.
• Develops and maintains a grant Outlook calendar to ensure that planners are kept informed of all key grant dates, e.g. application deadlines and grant payments.
• Maintains and manages department mailboxes on regular basis.
• Organizes all grant meetings, events and workshops from booking venue/conference room, preparation of material, providing supplies, placing catering orders, to clean up.
• Liaises with the public to answer basic questions related to grant application deadlines and the application process, and forwards more complex inquiries to planners.
• Takes meeting minutes and notes for key events such as grant deliberations and other meetings consisting of City staff and/or members of the public; responds to 311 queries in relation to grants.
• Provides backup support for other OSC III and other admin team absences coverage as required.
• Supports Project related admin support as and when required.
• Acts as primary backup for Grant Administration and subject matter expert in GMS – Grants Management Systems and VanApply.
• Other duties/responsibilities as assigned.

Qualifications

Education and Experience:

Completion of 12th Grade including or supplemented by courses in commercial and administration subjects and sound related experience in moderately complex administrative work experience, or equivalent combination of education, training, and experience.

 Knowledge, Skills, and Abilities:

• Excellent communication, interpersonal and organizational skills 
• Intermediate to advance working knowledge of Word, Excel, and Outlook, as well as the ability to navigate and do research on the World Wide Web (www), and the ability to be trained on other grant management software
• Working knowledge of SAP and SharePoint.
• Familiarity with specific CoV records management systems (e.g. Vanrims and VanDocs).
• Considerable knowledge of modern office equipment (e.g. voicemail, scanners, multi-purpose photocopying machines)
• Thorough knowledge of business English, spelling, punctuation, and business math
• Ability to understand and effectively carry out complex oral and written instructions.
• Ability to establish and maintain effective working relationships with staff of various civic departments and representatives of outside agencies.
• Ability to work proactively and independently within the duties/responsibilities to identify areas that need added attention or change.
• Ability to work under pressure and establish work priorities, to multi-task, and to develop and maintain effective work procedures and processes. Must be able to manage multiple competing responsibilities and tight deadlines.
• Ability to record, compile and draft standard business reports, correspondence, and minutes.
• A background in municipal government and knowledge of community issues (e.g. social, housing, development, and licensing issues) is an asset.

Where operationally appropriate and subject to change, the City of Vancouver has a Flexible Work Program. This program allows staff to work remotely 1 – 4 days a week from locations that are a daily commutable distance from their work at a City worksite.  At this time this position is eligible to be part of the Flexible Work Program.

Business Unit/Department: Arts Culture Community Service (1200) 

Affiliation: CUPE 15 Non Pks 

Employment Type: Temporary Full Time 

Position Start Date: December, 2024

Position End Date: May, 2025

Salary Information: Pay Grade GR-015: $29.20 to $34.30 per hour

Number of positions: 2

Application Close: December 1, 2024

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.