Office Support Clerk III

3 weeks ago

Vancouver, Canada City of Vancouver Full time

Office Support Clerk IIIRequisition ID: 41256 

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 and Function
The IT Office Support Clerk in the IT division of the Technology Services Group provides a wide variety of administrative and clerical support functions to the division. The position works independently on a day-to-day basis and also provides backup to the other IT Office Support Clerk in the division when required.

Specific Duties/Responsibilities
General Admin Support

Assists with department-wide or event-related meeting arrangements; includes arranging catering and booking equipment and/or rooms etc.Files paper and electronic documents in appropriate systems, per policies and processesCreates and/or generates reports in SAP, as requestedProcesses journal vouchersComposes various documents, spreadsheets, and charts as requiredAdministrates Corporate Purchasing Cards for TS department, including month end P-card reconciliationUpdates QuickfindMaintains and places purchases for office suppliesFacilities periodic recycling (toners, pens, batteries, Styrofoam, etc.)Processes Goods Receipts and Inventory Assignment in SAPTracks and follows up with outstanding web cycles on Accounts Payable’s behalfOrder office supplies and maintain inventory, assists with new employee onboarding and orientation as requestedFunctions as the Department Records Coordinator (DRC)Provide Administrative Support to the 311 team as requestedAssists with the maintenance of the office spaceActs as floor Warden and assists in departmental OHS activities, new staff safety orientationTravel and Training SupportSupports travel and training for IT staff at all locations, within City policies and practices, as well as according to guidelines developed for the IT Department.Assists manager or staff member to obtain travel advances, complete travel or expense claims, and explain procedures to staff.Processes payment for course registration where necessary using IT training P-cardRecruitment SupportPrepares HR forms (ESAFs’ and ECAFs) as for Directors and Managers, as requested.Prepares onboarding checklist for managers and updates various documentations (seating chart, org chart, Quickfind, etc.) as requested.Time EntryFollows up with managers as necessary to: clarify recording of leave, identify issues such as inadequate quotas, or request supporting documentation.Charges out salary allocations, as required.Support end of year time entry processing adjustmentsReception Duties and ResponsibilitiesGreets and responds to inquiries, answers phones, redirects calls, takes and relays messagesIssues and tracks security passes for authorized visitors and staffIssues and tracks IT loaner laptops and projectorsReceives, opens and distributes mailAccepts deliveries by courier and prepares items for pickup by courierMonitors movement of staff and visitors in the reception area and contacts Security for assistance if neededSubmits to and follows up with REFM and Building Caretaker on facilities maintenance requestsTechnology Services Leadership Team (TLT) SupportManages calendar invites and schedules conflictsInitiates Shopping Carts (Buy on Behalf) and provides full Goods Receipts processing supportOther duties as assignedMinimum Qualification Requirements
Education and Experience:
Completion of Grade 12 school including or supplemented by computer and accounting courses and sound related experience, or an equivalent combination of training and experience

Knowledge, Skills and Abilities:Considerable knowledge of office procedures, practices and equipmentSound knowledge of the principles and practices for maintenance of office records and filingStrong analytical and organizational skillsAbility to deal effectively with the public and other staff by providing information and assistance which may involve making decisions requiring explanation of applicable rules and regulationsAbility to independently perform office support functions of moderate complexity according to established practicesAbility to work accurately with numbersSpeed and accuracy in data entryAbility to handle a varied workload in a busy environment with frequent interruptionsProficient skill with the following software & office equipment:MS Office Suite (Word, Excel, Outlook, PowerPoint, Teams)Sharepoint, AdobeSAPDocument management system e.g., VanDocsCopiers, scannersWhere 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: IT, Digital Strategy & 311 (1070) 

Affiliation: CUPE 15 Non Pks 

Employment Type: Temporary Full Time 

Position Start Date: June, 2024 

Position End Date: June 26, 2026 

Salary Information: Pay Grade GR-015: $29.2 to $34.3 per hour

Application Close: June 2, 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. 

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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.

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