Office Support Clerk III

Requisition ID: 42753 

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

Supports staff in the Housing Review Branch by performing a variety of clerical and administrative tasks.

Specific Duties and Responsibilities

Supports the Project Coordinators working on house construction (renovations and new) permits by:

• Preparing Folders for each application
• Ensure information is recorded within file for peatbog areas (from check sheet), number of storeys, etc. which helps Supervisor / Manager assess complexity
• Completing data entry for a variety of screens within the POSSE permitting software and on tracking spreadsheet
• Open Review Groups within POSSE (based on intake check sheet completed by Project Coordinator)
• Track distribution
• Make entry to assign project to Project Coordinator, as directed by HRB Supervisor or Manager
• Verifies contractors have valid business licenses
• Refund entries for overcharged or withdrawn projects
• Distributing plan drawings to review groups as required, within a defined set of guidelines
• Monitor and help expedite RUSH projects
• Tracking the location of permit drawings; troubleshoots to find missing drawings and documents (+/-1000 project files are active and in various stages of approvals)
• Receiving permit clearances from other City departments applicable to the site (Addressing, Legal Services, Building Review Branch (soil clearances) Development Planners and Landscape Architects)
• Answering calls from applicants regarding the status of the application and directs enquiries to the assigned Project Coordinator
• Preparing applicant copies of issued permits by Stamping and transferring notations from one set of plans to a second set, contacting clients for pickup if required
• Receiving incoming mail and replacement drawings, tracking within POSSE software and scanning to upload as directed, and delivering to appropriate Project Coordinator
• Releasing on-line Salvage and Abatement permits once clearance from Environmental Protection is received
• Contacting applicants to advise stamped permit drawings are available for collection at the Services Centre

Supports the Manager & Supervisor of the Housing Review Branch by:

• Maintaining branch vacation calendar and assists with daily on-duty rotation schedule for permit intake counters
• Monitoring the 1&2 Family Dwelling generic mailbox
• Answers applicant inquiries regarding review status
• Answering incoming calls when Manager/Supervisor are away from their desks
• Scanning &/or Uploading documents received from Legal Services and from clients into the POSSE permitting software
• Ensuring that data entry is up to date so tracking information is accurate
• Making appropriate data entry for project assignments, as directed by Manager
• Contacting applicants and City Staff as directed
• Running pre-set reports from POSSE software, formatting output in Excel
• Tracking permit volumes by PC and providing statistics on Project Coordinator performance as requested
• Enters number of deficiency lists sent by PC and summarizes weekly
• Creating and formatting checklists and other internal documents
• Processes refunds by creating and preparing forms, obtaining approval signatures and processing entries
• Provides lead support to junior clerical staff as required
• Performs other duties/responsibilities as assigned

Qualifications

Education and Experience:

• Completion of Grade Twelve supplemented by standard commercial or administrative courses with sound related administrative/clerical experience, or an equivalent combination of training and experience.

Knowledge, Skills and Abilities:

• Possesses the ability to work as a team player in fast paced environment with changing and competing deadlines.
• Proven organizational skills demonstrating ability to handle a heavy workload and the ability to work effectively with interruptions and changing priorities.
• Knowledge of and ability to use a variety of software including MS Office. 
• Demonstrated customer service skills with ability to professionally and courteously interact with coworkers and the public.
• Excellent communication skills. 
• Knowledge of business English, correct punctuation and grammar for the preparation of materials.
• Ability to differentiate types of drawings and projects (e.g. architectural, mechanical)
• Experience in using VanDocs, POSSE, VanMap & MS Excel software preferred.
• Familiarity with the City of Vancouver Building process and procedures 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: Development, Buildings & Licensing (1250) 

Affiliation: CUPE 15 Non Pks 

Employment Type: Temporary Full Time 

Position Start Date: February 2025 

Position End Date: March 2026 

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

Application Close: January 26, 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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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.