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Office Support Clerk Iii

3 months ago

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

Requisition ID:40449

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, 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 works independently and as part of a team.

This position performs varied clerical work including work related to, but not limited to, reception, time entry, equipment maintenance, database maintenance, ordering of office supplies and a variety of clerical duties to primarily support the Social Policy team.


The position reports to the Manager, Administrative Services with direct supervision from the Admin Coordinator of Social Policy and Projects within Arts, Culture and Community Services.


Specific Duties and Responsibilities

  • 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 and projects.
  • Maintains a database (MS Access, MS Excel or other software/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.
  • Coordinates with Financial Services, ACCS to prepare the yearend carry forward for unpaid grants.
  • Assists with the administration of grants budget, coordinates with Planners and Financial Services to maintain uptodate budgets, including payments todate, remaining balances and total budget per stream.
  • Monitors and updates the Social Policy Grant websites to ensure that they contain up to date and timely information, and liaises with IT Web Services to maintain content.
  • 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.
  • Takes meeting minutes and transcribes 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.
  • Acts as the primary Departmental Time entry duties, checking staff quotas, maintaining attendance book; producing and filing time entry reports.
  • Provides administrative support by answering calls, screening calls, and processing confidential information.
  • Organizes community engagement meetings, events and workshops from booking venue/ conference room, preparation of material, providing supplies, placing catering orders, to clean up.
  • Posts, maintains, reconciles and balances all projectrelated invoices including tracking in a database, followup with vendors, completing and submitting requests for service forms, and tracking contracts and payments using a variety of computer software and databases.
  • Develops and maintains project files, codes and indices necessary for the organization and categorization of diversified and complex paper and virtual files. Advises and assists Project Lead on contract or payment issues, discrepancies, deadlines, etc. and is responsible for following up to secure appropriate information to effect necessary adjustments.
  • Provides backup support for other clerical team whenever absences coverage as required.
  • Performs other duties/responsibilities as assigned.

Qualifications

Education and Experience:

Knowledge, Skills and Abilities:

  • Thorough knowledge of business English, spelling, punctuation, and business math is required.
  • Sound knowledge of departmental and other policies, regulations, rules, procedures and practices that relate to the position occupied or which govern worksite activities and employee behaviour.
  • Advanced knowledge of software programs such as MS Office Suite (Word, Excel, Outlook, and PowerPoint) is required.
  • Working knowledge of SAP, Sharepoint and the City's Procurement Policy as it relates to contracting and invoice.
  • Excellent communication, interpersonal and organizational skills are a necessity, as this position requires written, telephone, and tactful inperson interaction with team members and the public.
  • Strong organizational skills and