Office Support Clerk III

Requisition ID: 35253 


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 Office Support Clerk III provides clerical and administrative support to various groups in the department.

 

Specific Duties/Responsibilities

The successful applicant will manage office and administration support to the Planning Department.

 

The Office Support Clerk III will be involved in a variety of tasks including:

  • Arranging/setting up group meetings which includes rescheduling, cancelling, setting up conference call, booking meeting rooms & coordinating with other Clerks/Admin Assistants and senior management internally as well as external meetings with members of the public, government departments, community groups, business improvement associations, advisory committees and city department staff
  • Managing incoming calls to the division and directing phone inquiries to appropriate staff
  • Overseeing the administration functions as needed
  • Prepares and maintains a large volume of records and files both manual and digital (VanDocs)
  • Time Entry Management, managing attendance booklet, running reports, check on staff quotas
  • Create eSAFs for division, as required
  • Responsible for organizing appointments/meetings using Microsoft Outlook; booking facilities; arranging equipment and catering;
  • Preparing and providing supporting documents for meetings and setting up equipment when required
  • Prepares and processes various forms and document  such as purchase orders, invoices and office supply orders
  • Ordering office supplies as required through SAP
  • Ensures office equipment are functioning properly and arranges for repair when required maintains cleanliness of copier work station
  • Maintains various databases
  • Support planners with the creation of shopping carts for contracts and account coding for payment processing
  • Providing and overseeing the preparation of documents including correspondence emails, reports, notices  
  • Researching and indexing a wide variety of information, data and other material from various sources (internet, files, reports, journals) for use by Planning teams;
  • Correlating simple statistical information using Excel or other accessible research tools Contacting other departments, municipalities and related organizations to search or gather information
  • Creating notices and documents and the dissemination of information related to the work of the team
  • Using Microsoft Excel, compiles and condenses non-technical statistical data, sets up moderately complex statistical tables
  • Data entry from comment forms, emails and on-line feedback forms associated with public consultation
  • Fielding enquiries and problem solving routine matters
  • Updating Planning Department web pages and 311 as required
  • Maintaining supplies and cleanliness for printer/copier work stations;
  • Working independently and in conjunction with other Planning staff and participating in cross training when required.
  • Arranging internal mail and external courier pick-up and delivery
  • Arranges paperwork for approval/signatures
  • Ensuring name plates, sign-in board tabs, cell phone, business cards, etc. are ready for new employees
  • Other duties/responsibilities as assigned

 

Qualifications

Education and Experience:

  • Completion of Grade 12, supplemented by or including courses in commercial subjects, office administration, and software applications (including Excel, PowerPoint and Outlook) with at least 2 years of administrative/clerical experience or an equivalent combination of training and experience.
  • Considerable working knowledge of VanDocs and SAP is an asset.

 

Knowledge, Skills and Abilities:

  • Considerable knowledge of office methods, practices and procedures
  • Working knowledge of administrative practices related to purchasing, personnel management, budget estimates and control and accounting
  • Thorough knowledge of business English, spelling, punctuation and arithmetic
  • Knowledge of and ability to use a variety of software within a Microsoft Windows environment including PowerPoint, Outlook, Excel, and Word. 
  • Working knowledge of practices and principles of record keeping and storage including relevant privacy policy
  • Ability to multitask, establish work priorities and develop work procedures with changing and competing deadlines
  • 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
  • Must possess good interpersonal skills including being able to work as a team player in a fast paced environment, deal tactfully with the team and public , and be able to  successfully work as part of a collective team
  • Ability to establish and maintain effective working relationships with staff of various other civic departments and representatives of outside agencies
  • Able to work with minimal supervision
  • Demonstrated ability to be detail-oriented and accurate, meet deadlines and work with frequent interruptions in a flexible manner

 

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: Planning, Urban Design & Sustainability (1275) 

Affiliation: CUPE 15 Non Pks 

Employment Type: Temporary Full Time 

Position Start Date: February, 2022 

Position End Date: December, 2022 

Salary Information: Pay Grade GR-015: $26.87 to $31.56 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

 

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.. 5-10mins. 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.

 


Job Segment: Clerical, ERP, Administrative Assistant, Supply, SAP, Administrative, Technology, Operations