Office Support Clerk Iii

2 weeks ago

Vancouver, Canada The City of Vancouver Full time

**Requisition ID**:37466

**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 and Function**
The Office Support Clerk is responsible for a variety of administrative and correspondence management tasks in the City Clerk’s Office. This roleprovides front desk customer service for the City Clerk’s Office, Councillors’ Offices and the Mayor’s Office, including in-person or over the phone information and service to citizens, as well as accounting and time entry work and other administrative tasks. The role requires significantindependence in decision-making and the ability to deal with problems arising from day-to-day operations. The position reports to the Office Supervisor (Clerk III). Other contacts include City Payroll, Finance, IT, and members of the public.

**Specific Duties/Responsibilities**
Correspondence Management
- Oversees all incoming correspondence to the City Clerk's office
- Reviews and makes decisions on course of actions for correspondence received
- Categorizes all Mayor and Council correspondence cases in the correspondence case management system
- Produces daily correspondence reports for Mayor and Council
- Processes and files Legal correspondence
- Processes and files Risk Management claims
- Compiles metrics for City Clerk correspondence received and actioned (including risk and legal claims)
- Prepares legal documents for certification for court evidence

Customer Service
- Provides reception services to Mayor and Council and the Clerk's office (phone and in-person)
- Manages inquiries; provides responses directly to citizens or refers citizens to other departments or external agencies

Accounting and Time Entry
- Responsible for SAP time entry and report creation
- Assists in accounts payable management
- Creates/updates work orders and activity types in SAP
- Assists in managing petty cash in City Clerk’s, Councillors’ Office and Election Office

Room and Wedding Bookings
- Coordinates City Hall meeting room bookings
- Manages City Hall wedding ceremony bookings, including providing information and responding to all inquiries

City Hall Tours
- Receives and coordinates tour bookings requests
- Provides tours of City Hall to various external groups and organizations

Miscellaneous
- Assists Office Supervisor in filing completed staff onboarding documentation
- Updates Quickfind, staff phone list, City Clerk’s organizational chart and equipment inventory
- Conducts record keeping/filing as required for City Clerk documents
- Assists Directors with scheduling and booking interviews for job competitions
- Manages and orders office supplies
- Assists with meeting preparation, including printing material and preparing name tags and other signs
- Assists with assembling packages, photo copying and laminating material
- Assists with room setup and take down for staff council briefings or advisory committee meetings, as needed
- Assists with preparing coffee/tea and managing the setup and take down of delegation and protocol events
- Manages ‘Illuminate City Hall’ requests
- Provides administrative assistance to meeting coordinators or legislative services, as required
- Other duties/responsibilities as assigned

**Qualifications**

Education and Experience
- Completion of Grade 12, preferably supplemented by courses in business or public administration
- Experience in providing in-person and over the phone customer service in an office environment is an asset

Knowledge, Skills and Abilities:

- Considerable knowledge of modern office practices and procedures
- Sound knowledge of departmental and other policies, regulations, rules, procedures and practices that relate to the position occupied or whichgovern worksite activities and employee behaviour
- Sound knowledge of departmental functions, responsibilities and activities
- Some knowledge of City operations and departments
- Ability to communicate clearly and concisely, orally and in writing, including the ability to prepare business correspondence and reports
- Considerable knowledge of MS Office programs, including Word, Excel and Outlook
- Ability to work with the public and providing a high level of exceptional customer service
- Highly organized and thorough, with an excellent attention to detai

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