Office Support Clerk Iii

2 weeks ago

Vancouver, Canada The City of Vancouver Full time

**Requisition ID**:37980

**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 Workplace Safety Administration Clerk supports the OCSO, Workplace Safety division as the main administrator through document and data management, producing reports and coordinating and documenting various meetings.

Key Contacts and Reporting Relationships

The position reports to the Administrative Manager of the Office of the Chief Safety Officer and works closely with all members of the OCSO, Workplace Safety Team.

**Specific Duties/Responsibilities**
- Coordinates document management of departmental policies, standards, procedures, hazard alerts and other related documents. Manages the documents in VanDocs and in the Workplace Safety Sharepoint site and distribute as needed.
- Acts as the Department Records Coordinator, to create new VanDocs project case file folders as required.
- Acts as the Department Microsoft Teams Champion
- Updates Currents website with relevant information and changes
- Creates or updates various documents in Word, spreadsheets in Excel and presentations in PowerPoint as a result of requested changes
- Acts as the departmental Travel Arranger (TA) to coordinate all travel arrangements for staff using the online web tool
- Acts as the departmental P-Card Coordinator to reconcile P-Card statements ensuring proper coding of transactions
- Conducts SAP processing including time entry; creating SRM Shopping Carts; processing goods receipts
- Prepares ESAFs, ECAFS, and other HR forms and tracks ongoing status.
- Processes tasks required for new (or transferred) staff onboarding.
- Requests IT and Security access for new staff and staff changes.
- Assists with new employee onboarding and orientation as requested.
- Requests and administers cell phones and accessories for new staff per policy and as approved.
- Manages departmental asset inventory tracking all City assets distributed to team members.
- Monitors vehicle sign out, usage and maintenance of departmental shared vehicles.
- Maintains and administers SAP license additions, deletions and changes.
- Preforms data entry into programs such as Excel, SAP and other databases.
- Produces and distributes training reports from SAP.
- Prepares agendas for various meetings.
- Maintains business process charts and work plan flowcharts in MS Visio
- Takes meeting minutes and distributes meeting documentation to meeting attendees and others as required. (meetings are sometimes confidential)
- Performs general reception duties for deliveries and visitors as needed.
- Organizes the office filing system including paper and electronic folders and records; filing all correspondence; creating new files as required; logging and transferring records to off-site provider per City retention schedules;
- Maintains inventory and order stock as needed for office supplies and equipment.
- Updates Quickfind
- Reviews and validates time entry reports ensuring that they meet time entry standards and forwards for approval to Administrative Manager and Manager as appropriate.
- Provides administrative support for department or division special events (i.e. United Way) as requested and in collaboration with other administrative roles.
- Provides back up, when required, to the two other Clerks III by performing duties as outlined in the position descriptions.
- Other duties/responsibilities as assigned.

**Minimum Qualification Requirements**
Education and Experience:
Completion of the 12th school grade supplemented by courses in technical writing, word processing and sound related experience.
Experience working in MS Word, Excel, PowerPoint, SAP and Sharepoint.

Knowledge, Skills and Abilities:

- Thorough knowledge of business English, spelling, punctuation and arithmetic.
- Considerable knowledge of modern office practices and procedures.
- Skill in typing rapidly and accurately.
- Sound knowledge and skill in MS programs and SAP.
- Ability to deal effectively with staff by providing information and assistance which may involve assessment and making decisions requiring explanation of applicable rules and regulations.
- Sound organizational skills.
- Ability to maintain confidentiality in meetings and when answering enquiries.
- Ability to comp

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