Office Support Clerk Ii

5 months ago

Vancouver, Canada The City of Vancouver Full time

**Requisition ID**:40166

**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 and Function**

This position will work independently and as part of a team. This position will perform varied clerical work including work related to, but not limited to, reception/switchboard, equipment maintenance, database maintenance, ordering of office supplies and a variety of clerical duties to primarily support the Shared Services team and Park Board office.

**Specific Duties/Responsibilities**
- Answer telephones at switchboard, greets visitors and direct them appropriately, answer queries on a wide variety of topics.
- Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)
- Order office supplies and keep inventory of stock
- Maintain reception desk manual regularly for back up staff reference
- Act as the first point of contact, providing excellent customer service to staff, contractors and the public.
- Facilitate staff onboarding and departures, including ordering cell phones, laptops, and accessories.
- Conduct site safety orientations for staff and keep safety plans up to date
- Serve as a member of the OHS (Occupational Health and Safety) committee, and ensuring safety regulations and supplies are maintained.
- Order and dispense pamphlets, brochures, maps, and other materials to visitors.
- Serve as a liaison for parking-related matters with the Park Board, City, and external contractors.
- Completes internal and external mail processing, arrange courier services.
- Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges)
- Process security access card requests.
- Maintains office equipment, processes maintenance requests as needed.
- Upload electronic documents to VanDocs.
- Create & maintain straightforward databases in MS Excel and prepare periodic reports from such database.
- Creates shopping carts, obtains approvals, monitors and tracks carts; performs goods receipt process for invoices; updates information for goods that are received in SAP and Service Now.
- Completes P Forms and Honorarium forms for payments as required.
- Reconciliation of corporate MasterCard(s).
- Provide meetings/events support as required, such as venue/room booking, managing RSVP, organizing supplies and event material, name tags, place cards, order catering, set up and cleanup of meeting rooms etc.
- Assist in planning and coordinating office reorganization including ordering office furniture and determining placement.
- Manages janitorial/coverall account
- Maintain hotel desk bookings, educates and assists staff on the process.
- Manages Beach Ave fleet vehicles and ensures staff eligibility through drivers services requirements
- Coordinates maintenance with COV garage and educates staff on reserving vehicles.
- Coordinates, receives, verifies and process cheque payment for multiple departments.
- Maintains a variety of office records, forms, files, reports, statistics, documents and related material
- Produces reports as requested by management.
- Plans and/or assists with the organization of social and team working events for the office as required.
- Provides other administrative support as required.

**Qualification Requirements**

**Education and Experience**:
Completion of Grade 12, supplemented by courses in business, accounting or office administration is preferred, plus sound related experience, or an equivalent combination of training and experience.

**Knowledge, Skills and Abilities**:

- A good working knowledge of records management methods is necessary
- Experience working with the City of Vancouver SAP system is required, particularly in the functions of materials management and processing payments
- Experience working with City of Vancouver VanDocs electronic document filing system
- Ability to work with accuracy and attention to details, meet deadlines and work with frequent interruptions in a flexible manner
- A good working knowledge of MS Word, Excel, Outlook and Quick Find will be essential
- Must possess good interpersonal skills including being able to deal tactfully and effectively with the public, and be able to successfully

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