Office Support Clerk Iii

3 weeks ago

Vancouver, Canada The City of Vancouver Full time

**Requisition ID**:37752

**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 IT Office Support Clerk in the IT division of the Technology Services Group provides a wide variety of administrative and clerical support functions to the division. The position works independently on a day to day basis and also provides backup to the other IT Office Support Clerk in the division when required.

**Key Contacts and Reporting Relationships**

The position reports to the Director, Client Services and works closely with administrative roles within Technology Services, other positions within IT, and provides a customer service.

**Specific Duties/Responsibilities**

General Admin Support:

- Assists with department-wide or event-related meeting arrangements; includes arranging catering and booking equipment and/or rooms
- Scans, copies and faxes documents
- Files paper and electronic documents in appropriate systems, per policies and processes
- Creates and/or generates reports in SAP, as requested
- Processes journal vouchers
- Composes various documents, spreadsheets, and charts as required
- Administrates Corporate Purchasing Cards for IT department, including month end P-card reconciliation
- Updates Quickfind
- Maintains and places purchases for office supplies
- Facilities business cards ordering
- Facilities periodic recycling (toners, pens, batteries, Styrofoam, etc.)
- Processes Goods Receipts and Inventory Assignment in SAP
- Tracks and follows up with outstanding web cycles on Accounts Payable’s behalf
- Makes extra copies of office keys, as requested

Travel and Training Support:

- Supports travel and training for IT staff at all locations, within City policies and practices, as well as according to guidelines developed for the IT Department.
- Assists manager or staff member to obtain travel advances, complete travel or expense claims, and explain procedures to staff.
- Processes payment for course registration where necessary using IT training P-card

Recruitment Support:

- Prepares HR forms (ESAFs’ and ECAFs) as for Directors and Managers, as requested.
- Prepares onboarding checklist for managers and updates various documentations (seating chart, org chart, Quickfind, etc., as requested.

Time Entry:

- Prior to each pay period end, sends a reminder to IT staff regarding established deadlines for submission of timekeeping information.
- Receives and tracks receipt of approved timesheets/timekeeping spreadsheets from managers for positive and exception reporters in IT.
- Checks source documents received from managers per process to ensure appropriate approval.
- Follows up with managers as necessary to: clarify recording of leave, identify issues such as inadequate quotas, or request supporting documentation.
- Charges out salary allocations, as required.
- Runs appropriate time entry reports, checks entry against source documents, prints reports for review by the appropriate Director or Manager, and files with source documents, as per the established process.

Reception Duties and Responsibilities:

- Greets and responds to inquiries, answers phones, redirects calls, takes and relays messages
- Issues and tracks security passes for authorized visitors and staff
- Issues and tracks IT loaner laptops and projectors
- Receives, opens and distributes mail
- Monitors incoming faxes and routes electronically to staff
- Accepts deliveries by courier and prepares items for pickup by courier
- Monitors movement of staff and visitors in the reception area and contacts Security for assistance if needed
- Submits to and follows up with REFM and Building Caretaker on facilities maintenance requests

Technology Services Leadership Team (TLT) Support:

- Manages calendar invites and schedules conflicts
- Sets up meeting room and workshops
- Initiates Shopping Carts (Buy on Behalf) and provides full Goods Receipts processing support
- Supports general administration duties as requested
- Other duties as assigned.

**Minimum Qualification Requirements**

Education and Experience:

- Completion of Grade 12 school including or supplemented by computer and accounting courses and sound related experience, or an equivalent combination of training and experience.

Knowledge, Ski

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