Office Support Clerk Iii

1 month ago

Vancouver, Canada The City of Vancouver Full time

**Requisition ID**:42763

**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 and environmentally sustainable cities. 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 Office Support Clerk III provides a variety of administrative support of moderate complexity for the Sewer Operations Branch. When required, this position provides routine vacation coverage for other clerical positions and maintains effective working relationships with a variety of internal and external stakeholders providing information and assistance.

The positions report directly to the Team Lead. Internally the positions provide support to the Branch Manager, Administration Manager, Superintendents and all other Sewer Operations staff. The position works with external stakeholders when required.

**Specific Duties and Responsibilities**
- Prepares, processes and maintains a large volume of records and files, both manual and computerized, related to the work.
- Prepares, processes and maintains various forms and documents including work orders, invoices and related materials.
- Compiles and condenses non-technical statistical data from uniform sources requiring an understanding of problems and terminology involved; sets up moderately complex statistical tables and assists in the preparation of routine reports.
- Plans, organizes and manages the communications calendar for the Sewer Operations Branch.
- Reviews forms submitted for accuracy, appropriate authorization and compliance with applicable policies, guidelines or regulations.
- Assigns appropriate account codes to invoices and prepares payment vouchers on approved invoices and may prepare journal vouchers for corrections as required.
- Arranges and coordinates complex meetings and training (scheduling attendees, sending invitations, room booking, procurement support, and compiling of necessary documents for distribution).
- Assists with specific departmental functions in which the employee is responsible for following up with discrepancies in person or by preparing correspondence in order to secure the correct information.
- Maintains personnel folders and files confidential correspondence.
- Composes non-routine correspondence.
- Devises, maintains and orders branch forms office supplies and technical supplies as required.
- Assists in the preparation and formatting of presentations and other documents.
- Compiles, types and distributes meeting, crew talk and committee agendas and takes and distributes minutes of these various meetings.
- Opens, sorts and reads incoming correspondence.
- Coordinates, plans and manages special events for the branch (i.e. AGM, United Way), as requested and in collaboration with other administrative roles.
- Requests, maintains and administers logins and access to city network, SAP, Hansen, POSSE, etc.
- Assists with coordinating training registration and travel arrangements for Sewer Operations.
- Cascades communication to internal and external/field staff.
- Provides backup and coverage of Clerk III roles when required.
- Other duties/responsibilities as assigned.

**Qualifications**

Education and Experience:
Knowledge, Skills and Abilities:

- Sound knowledge of departmental and other policies, regulations, rules, procedures and practices that relate to the position occupied or which govern worksite activities and employee behaviour.
- Considerable knowledge of modern office practices and procedures.
- Thorough knowledge of business English, grammar, spelling, punctuation and arithmetic.
- Skill with Hansen, Posse, VanMap, SAP and other asset management software.
- Strong interpersonal and written/oral communications skills with the ability to effectively liaise with all levels of staff, including operations staff, engineering design staff and Superintendents.
- Ability to deal effectively with the public and other staff by providing information and assistance which may involve making decisions requiring explanation of applicable rules and regulations.
- Ability to work independently and take action in solving problems while exhibiting sound judgment.
- Ability to multi-task, organize and prioritize work, all while under pressure with constant interruptions.
- Ability to communicate effectively both orally and in writing and to prepare non-routine reports, correspondence and memoranda related to the work.
- Proficienc

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