Office Support Clerk Iii

2 weeks ago

Vancouver, Canada The City of Vancouver Full time

**Requisition ID**:38531

**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 & Function**
The Office Support Clerk III provides clerical and administrative support to various groups in the department.

**Specific Duties & Responsibilities**
The successful applicant will manage office and administration support to the Planning Department.

The OS Clerk III would be involved in a variety of tasks including:

- Responsible for organizing appointments/meetings using Microsoft Outlook; booking facilities; arranging equipment and catering;
- Preparing and providing supporting documents for meetings and setting up equipment when required;
- Composing or formatting a variety of reports, correspondence and other materials;
- Composing and sending routine correspondence and responses on behalf of divisional staff;
- Organizing and providing support for internal, external and cross department meetings;
- Update Posse for NSF cheques
- Taking meeting minutes as required including public meetings occasionally held in the evening;
- Arranging internal mail and external courier pick-up and delivery;
- Researching and indexing a wide variety of information, data and other material from various sources (internet, files, reports, journals) for use by Planning teams;
- Managing incoming calls to the department and directing phone inquiries to appropriate staff;
- Contacting other departments, municipalities and related organizations to search or gather information;
- Prepares and maintains a large volume of records and files both manual and digital (VanDocs);
- Using Microsoft Excel, compiles and condenses non-technical statistical data, sets up moderately complex statistical tables;
- Prepares and processes various forms and document such as purchase orders, invoices and office supply orders;
- Reviews submitted forms and reports for accuracy, appropriate authorization and compliance with applicable policies or regulations and corrects and follows up on discrepancies;
- Performing time-entry tasks and prepares SAP reports;
- Fielding enquiries and problem solving routine matters;
- Updating Planning Department web pages as required;
- Maintaining supplies and cleanliness for printer/copier work stations;
- Working independently and in conjunction with other Planning staff and participating in cross training when required.
- Occasional assistance with specialized work in areas such as Heritage, Urban Design Group as required.
- May provide occasional secretarial assistance the Planning Management Team in the absence of the Executive Assistant.
- Performs other related duties as required.

**Qualifications**:
Education and Experience:
Completion of Grade Twelve supplemented by standard commercial or administrative courses with at least 2 years of administrative/clerical experience or an equivalent combination of training and experience.

Knowledge, Skills and Abilities:

- Possesses the ability to work as a team player in fast paced environment with changing and competing deadlines,
- Knowledge of and ability to use a variety of software within a Microsoft Windows environment including PowerPoint, Outlook, Excel, and Word.
- Demonstrated customer service skills with ability to professionally and courteously interact with coworkers and the public.
- Experience in using VanMap, SharePoint and SAP
- Excellent communication skills.
- Knowledge of business English, correct punctuation and grammar for the preparation of materials.

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**:Planning, Urban Design & Sustainability (1275)

**Affiliation**:CUPE 15 Non Pks

**Employment Type**:Regular Full Time

**Position Start Date**:June, 2023

**Salary Information**:Pay Grade GR-015: $26.87 to $31.56 per hour

**Application Close: May 19th, 2023**

At the City of Vancouver, we are committed to recruiting a diverse workforce that represents the community we so proudly serve. In

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