Office Support Clerk III

3 weeks ago

Vancouver, British Columbia, Canada City of Vancouver Full time
Main Purpose & Function

The Office Support Clerk III position plays a vital role in the Street Operations Branch at National Yard, working collaboratively with a team of Clerks, Engineering Assistants, and Superintendents. This position provides essential support and service to customers, City crews, 311, Superintendents, and other City staff, ensuring the smooth operation of daily activities.

Key Responsibilities
  1. Respond to general public inquiries through 311 regarding paving, concrete, and street-related issues, providing accurate and timely information.
  2. Create and update service requests, work orders, and assets for maintenance and construction work programs related to Streets, ensuring accuracy and timeliness.
  3. Develop and maintain Hansen work orders, networks, and maintenance schedules for construction and maintenance in accordance with branch protocols.
  4. File Street cuts and Hansen work slips on a daily basis, maintaining accurate records.
  5. Backfill BC One Office Support Clerk using Van Map and Archeology Site Maps, ensuring seamless support.
  6. Review completed work slips, service requests, and material issue records daily, analyzing data submitted by crews and taking remedial action when required by Superintendents or Crew Foreman.
  7. Prepare and run various reports related to expenditures, unit rate costs, work accomplishments, and work and call volume, providing valuable insights.
  8. Research customer service, business, and operations situations to provide accurate and timely information to crews, Superintendents, other City Staff, and the public.
  9. Monitor computer systems and phones for events and requests, liaising between 311, customers, Streets, and other City Departments to resolve issues.
  10. Assist with identifying, documenting, and implementing work process improvements, standardized forms, and manuals, enhancing operational efficiency.
  11. Assist and train other staff to perform the role, promoting knowledge sharing and development.
  12. Assist with backfill and backlog support to other clerical positions as required, ensuring continuity.
Qualifications

To be successful in this role, you will require:

  1. Completion of Grade 12, including or supplemented by courses in commercial subjects, typing, Excel, word processing, and sound-related experience, or an equivalent combination of training and experience.
  2. Experience working in an environment where similar work is performed.
  3. Experience processing a large volume of work with sustained accuracy and speed while handling considerable interruptions.
Knowledge, Skills, and Abilities

You will possess:

  1. Thorough knowledge of business English, grammar, spelling, punctuation, and arithmetic.
  2. Considerable knowledge of the methods, procedures, practices, standards, equipment, and materials for the capital and maintenance work of the Streets Operations Branch.
  3. 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 behavior.
  4. Sound knowledge of branch operations, responsibilities, and activities.
  5. Proficiency in software programs, including Hansen, Microsoft Office (Outlook, Word, Excel, Teams), VanMap, VanDocs, and SAP.
  6. Ability to work independently and take action in solving problems while exhibiting sound judgment, particularly when dispatching safety-sensitive cases.
  7. Ability to communicate effectively both orally and in writing and to prepare non-routine reports, correspondence, and memoranda related to the work.
  8. Good skills to effectively organize, pay attention to detail, and prioritize work to meet deadlines.
  9. 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.
  10. Skill in typing (keyboarding) rapidly and accurately (including numerically).
  11. Ability to collaborate with a team and contribute to the completion of a large volume of work.
  12. Ability to prioritize and organize work, handle multiple assignments, and meet deadlines.

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