Office Support Clerk Iii

3 weeks ago

Vancouver, Canada The City of Vancouver Full time

**Requisition ID**:38483

**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 III Clerk position (Payroll & Payables Clerk) works within a team of Clerks, Managers and Superintendents in Water Operations, Sewers Operations, Sanitation Operations, Operations Support & Safety and Fleet Management Services at Manitoba Yard. The position performs a key role in daily operations for time entry, activity allocations, payroll and quota administration, benefits administration and accounts payables for these departments. The role includes interaction with multiple stakeholders from multiple unions, exempt staff and vendors/suppliers. The role includes working with confidential information.

**Key Contacts and Reporting Relationships**

Reports to the Payroll & Payables Supervisor (Clerk IV); and indirectly to the Superintendent II, Water Operations. The position works closely with Superintendents, Managers, Supply Chain, Accounts Payable, Budgets, Corporate Payroll and HR. This position is in regular contact with unionized and exempt staff and vendors/suppliers.

**Specific Duties & Responsibilities**
- All duties performed accurately and timely in adherence to Branch, Department and Corporate policies and procedures and Collective Agreements, including those from HR, Compensation & Benefits, Payroll, Accounts Payable, and Supply Chain Management.
- Duties involve employee groups and policies for CUPE 1004, CUPE 15 and Exempt.
- Reviews and enters all time entry daily for departments.
- Reviews and enters all equipment activity allocations daily for departments.
- Reviews and enters all payroll data bi-weekly for CUPE 15 and Exempt staff.
- Confirms pay scale coding, verifies charge numbers, reviews and allocates overtime coding, confirms target hours for each employee, identifies missing or omitted information for management correction.
- Reviews and processes all corrections for time entry and activity allocation.
- Reviews, monitors and assists with employee quotas such as vacation and sick leave, provides information and policy/procedure guidance.
- Monitors and creates ESAFs & ECAFs related to employee job assignments, leaves, position pay scale changes, etc.
- Reviews and processes vendor invoices for payment, including matching tickets and delivery slips to invoices, acquiring approval sign-off, ensuring correct Purchase Order and/or charge number, monitoring workflow in Webcycle, processing Goods Receipts and Service Entry Sheets, coding and approving invoices for payment in Webcycle (includes rejections for wrong workflow queue, incorrect invoices, etc.).
- Tracks, reviews and reconciles issues with vendor/supplier invoicing in coordination with Accounts Payable Central.
- Reviews, monitors and administers Purchase Order ceiling limits for vendor invoicing, including initiating Shopping Carts in SAP.
- For both Payroll and Payables functions, reviews information provided and entered to ensure accuracy, quality control and follows up with corrections when discrepancies are found requiring considerable communication with employees and managers, other City branches and departments, and vendors/suppliers.
- Produces reports daily and bi-weekly to locate and identify discrepancies.
- Maintains accurate records of confidential employee and vendor files.
- Assists with identifying, documenting and implementing work process improvements, standardized forms and manuals.
- Assists and trains other staff to perform the role.
- Assists with backfill and backlog support to other clerical positions as required.
- Performs other duties and responsibilities as assigned.

**Qualifications**

Education and Experience:

- Completion of Grade 12 supplemented by courses office administration and sound related experience, and sound related experience performing administration responsibilities related to time entry and benefits administration in a unionized environment, accounts payable, or equivalent combination of training and experience.

Knowledge, Skills and Abilities:

- Considerable knowledge of modern office practices and procedures.
- Sound knowledge of City of Vancouver business practices and policies.
- Sound knowledge and experience applicable to wage, salary, a

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