Office Support Clerk Ii

7 days ago

Vancouver, British Columbia, Canada The City of Vancouver Full time

Requisition ID:37602

Company


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, 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 & 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 provides assistance to staff obtaining office supplies from the Team Services stock room and provides back-up to the Mail Clerk position.

The Engineering Records Clerk reports directly to the Administrative Supervisor and Branch Manager within the Engineering Team Services Branch.

On a daily basis the Records Clerk will liaise with Engineering colleagues, Corporate Records, Archives and on occasion the Law Department and the building's Building Manager.


Specific Duties & 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.
  • 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.
  • 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.
  • Other duties as required.

Qualifications

Education and 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 and PowerPoint.
  • 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 Archives department, 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.


The City's COVID-19 vaccination policy is currently suspended and as a result, vaccination against COVID-19 is not required at this time.

However, should circumstances change and the City deem it necessary to re-introduce such policy, you may be required to provide proof of vaccination against COVID-19 in order to be eligible to continue performing your duties.


Business Unit/Department:
Engineering Services

Affiliation:
CUPE 15 Non Pks

Employment Type:
Regular Full Time

Position Start Date:
March, 2023

Salary Information:
Pay Grade GR-013: $24.88 to $29.13 per hour

Application Close:
February 19, 2023


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, 2SLGBTQ+ and persons with disabilities are encour

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