Clerk Iii

3 weeks ago

Vancouver, Canada The City of Vancouver Full time

**Requisition ID**:38043

**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 Clerk III is responsible for providing administrative support to both the Solid Waste Programs Branch and Solid Waste Strategic Services with specific focus on Neighbourhood Cleanup Programs (NCP) as well as program promotion through social media posts and other online campaigns. Duties include administrative/clerical tasks associated with meetings, reports and presentations, data entry, invoicing and purchasing, NCP program materials deliveries and retrieval, hardcopy and electronic filing, maintaining manuals containing standard operating and safe work procedures, answering public inquiries, and drafting social media posts and public webpages.

The Clerk III reports to both the branch manager and a senior engineer from Solid Waste Programs and assists staff in the Branch as required, and will also liaise with other City Departments, volunteers, and members of the public.

**Specific Duties and Responsibilities**
- Administrative/logistics support for Neighbourhood Cleanup Programs (NCP):

- Coordinates packing and unpacking, delivering and retrieving, and picking up and dropping off of cleanup supplies by volunteers;
- Prepares and maintains program inventory, databases and activity records.
- Compiles post cleanup reports submitted by volunteers;
- Drafts content and graphics, coordinates review by senior staff, and submits content to be published on the City’s social media accounts to promote NCP
- Provides program information and periodic status check-ins to volunteer groups; attends and helps coordinate events including providing program administrative assistance to NCP Block Captains, Business Improvement Associations (BIA’s), Community Policing Centres, and corporate groups.
- Coordinates and leads City hosted cleanup events including meeting and interacting with the attending volunteers, ensuring safety procedures are followed during events, handing out and retrieving equipment, tracking metrics during the event
- Assists with coordination of NCP Kickoff and Recognition Events.
- General branch zero waste administrative duties:

- Supports the Branch Managers and staff by completing administrative tasks associated with attendance records, driver’s records, vehicle renewals, performance reviews, journal and membership renewals.
- Updates and maintains time entry spreadsheet and reconciles phone and Modo plan billing; coordinates mail-outs and distribution of program materials. Provides support for meetings including Outlook bookings, preparation of agendas and handouts, records and distributes minutes, and tracks action items.
- Completes, circulates and files briefing notes; assists with formatting Council reports, presentations and letters over signature of senior staff and supports authors with SharePoint process and coordinating concurrence comments.
- Assists with onboarding new hires such as coordinating new hire workstation and phone lines; manages branch hardcopy and VanDocs files; coordinates administrative aspects of branch training such as registrations, requests and training claim forms, tracking training history.
- Updates and maintains branch safety, standard operating and employee orientation materials;
- Development and ongoing management of the internal Solid Waste Programs branch Sharepoint site to ensure information shown are up to date;
- Supports other branches in the Solid Waste Management & Green Operations Division with development of their internal Sharepoint sites;
- Outreach Programs Duties:

- Drafts periodic newsletter to promote and sustain interest of NCP; coordinates review of draft content by other staff; tracks and reports social media metrics related to the newsletter;
- Drafts social media content and graphics related to various solid waste programs, coordinates with Corporate Communications to publish content on the City’s social media accounts, maintains an annual schedule to keep track of posts and campaigns to be published on the City’s social media accounts ;
- Reviews existing content on the City’s Solid Waste public webpages, drafts new content as required, coordinates review of content by other staff, and submits finalized cont

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