Office Support Clerk Iii

2 weeks ago

Vancouver, Canada The City of Vancouver Full time

**Requisition ID**:41371

**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 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.
- Maintains conditions and key milestones and works with planners to ensure conditions are met.
- Coordinates with Financial Services, ACCS to prepare the year-end carry forward for unpaid grants.
- Assists with the administration of grants budget, coordinates with Planners and Financial Services to maintain up-to-date budgets, including payments to-date, remaining balances and total budget per stream.
- Takes a proactive approach to monitoring and updating the divisional intranet websites to ensure that they contain up to date and timely information, 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 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.
- Provides backup support for other OSC III and other admin team absences coverage as required.
- Provides clerical support for multiple grants and award streams from implementation to debrief cycle.
- Supports Project related admin support as and when required.
- Performs other duties/responsibilities as assigned.
- Other duties/responsibilities as assigned.

**Qualifications**
Education and Experience:
Knowledge, Skills and Abilities:

- Excellent communication, interpersonal and organizational skills.
- Intermediate to advance working knowledge of Word, Excel and Outlook, as well as the ability to navigate and do research on the internet, and the ability to be trained on other grant management software.
- Working knowledge of SAP and SharePoint.
- Familiarity with specific CoV records management systems (e.g. Vanrims and VanDocs,).
- Thorough knowledge of business English, spelling, punctuation and business math.
- Ability to understand and effectively carry out complex oral and written instructions.
- Ability to establish and maintain effective working relationships with staff of various civic departments and representatives of outside agencies.
- Ability to work proactively and independently within the duties/responsibilities to identify areas that need added attention or change.
- Ability to work under pressure and establish work priorities, to multi-task, and to develop and maintain effective work procedures and processes. Must be able to manage multiple competing responsibilities and tight deadlines.
- Ability to record, compile and draft standard business reports, correspondence and minutes.
- A background in municipal government and knowledge of community issues (e.g. social, housing, development and licensing issues) is an asset.

**Business Unit/Department**:Arts Culture Community Service (1200)

**Affiliation**:CUPE 15 Non Pks

**Employment Type**:Temporary Full Time

**Position Start Date**:July 2024

**Position End Date**:April 2025

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

**Application Close**:
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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