Office Support Clerk Iii

6 months ago

Vancouver, Canada The City of Vancouver Full time

**Requisition ID**:39986

**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 Clerk III is responsible for administrative and clerical tasks for the Transportation Planning and Transportation Design branches, as well as Engineering Team Services at Crossroads. This includes, but is not limited to: onboarding, eSAFs, eCAFs, time entry, updating Project Management Framework documents, maintaining branch stats (Scorecard), formatting Council Reports, using SharePoint and obtaining concurrences, creating shopping carts, issuing change orders, processing of goods receipts and service entries, resolving invoice payment issues, calendar management for section heads, coordinating large external vendor meetings, booking travel and training for branch employees, assisting with records management filing and archiving as required and other responsibilities as assigned

**Specific Duties & Responsibilities**
- Updates Project Management Framework documents
- Maintains branch scorecards
- Formats Council Reports, and obtains reports and concurrences in SharePoint
- Provides end-user support for branch SharePoint pages
- Utilizes organizational software, SAP, to provide administrative support to all Engineering branches in various ways such as Procurement to Payment (P2P) training, shopping carts, service entries, good receipts, orders and approves payments for suppliers.
- Adheres to standards of the City’s Ethical Purchasing Policy as well as manage the supplies and ordering of goods in accordance to the P2P process.
- Resolves invoicing issues
- Coordinates P-card reconciliation
- Ensures printers are working and maintain the toner and paper supplies for the floor.
- Assists the branch section heads with their calendar management, including booking large meetings and/or travel/training trips.
- Initiates eSAFs and eCAFs as per direction from management, and forwards them to appropriate authority for approval
- Supports the onboarding of new employees to the branches including IT and security accesses.
- Reviews and validates Time Entry reports, ensuring that they meet time entry standards and forwards for approval to Managers OR Reviews and validates Time Entry reports, ensuring that they meet time entry standards and forwards for approval to Managers
- Uses the VanRIMS classification and retention schedule exclusively and serves as the branches Departmental Records Coordinator (DRC) for all VanDocs related issues.
- Retrieves information from paper, electronic or film based files; assisting in the scheduling and transferring of records off site and requesting file searches from external sources.
- Other administrative duties as required for Engineering Team Services.

**Qualifications**

Education and Experience:

- Completion of Grade 12 including or supplemented by commercial administration courses plus sound related experience, or an equivalent combination of training and experience.

Knowledge, Skills and Abilities:

- Considerable knowledge of modern office practices and procedures.
- 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.
- Sound knowledge of the Engineering Services Department functions, responsibilities and activities.
- Effective written and verbal communication skills.
- Effective organization and problem solving skills.
- Ability to operate standard office equipment and a working knowledge of standard computer software such as VanDocs, Microsoft Word, PowerPoint, and Excel is required.
- Ability to preform P2P and time entry functions in SAP is an asset.
- Sound knowledge of COV’s standard purchasing practices and procedures.
- Ability to work in a fast-paced environment with shifting priorities, demonstrated competency in decision making within established business practices and rules.
- Ability to handle a heavy workload and provide exceptional customer experience.
- Ability to communicate effectively both orally and in writing and to prepare non-routine reports, correspondence and memoranda related to the work.
- Ability to build and maintain effective working relationships with co-workers

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