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Training Support Clerk III

3 months ago

Vancouver, British Columbia, Canada City of Vancouver Full time

Requisition ID: 42081

Organization Overview

The City of Vancouver is dedicated to fostering a culture of reconciliation and sustainability, situated on the traditional lands of the xwməθkwəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) Peoples. Recognized as one of the most liveable cities globally, Vancouver is committed to achieving its goal of becoming the greenest city. As one of Canada’s Top 100 Employers, we seek individuals who can contribute to our core values of sustainability, equity, and high-quality living for all.

Join our dynamic team and be part of an innovative and inclusive workplace.

Role Overview

This role encompasses a range of responsibilities aimed at ensuring smooth office operations while providing logistical and project support to the Training and Development Department at Vancouver Fire Rescue Services. Key responsibilities include drafting official correspondence, reviewing and formatting complex documents, and assisting in the preparation of metrics and progress reports. This position is also responsible for records and data management, supporting the training budget, and enhancing office processes.

Key Contacts and Reporting Structure

The role reports directly to the Assistant Chief of Training and Development and collaborates closely with the Training and Development team, Training Officers, Instructors, external vendors, and various departmental divisions.

Core Responsibilities

  • Serve as a resource and provide support to Training Officers.
  • Assist in planning and onboarding new recruits, coordinating logistics and access.
  • Organize the production, printing, and assembly of training materials.
  • Edit, format, and proofread training documents and internal communications.
  • Validate training materials and update the Learning Management System.
  • Maintain and audit the records management system.
  • Monitor and track training progress.
  • Identify and implement process improvements and standardized procedures.
  • Track training data and generate reports as needed.
  • Manage time entries in the scheduling system.
  • Update and maintain the VFRS Intranet for the Training Division.
  • Process corrections for time entries and activity allocations.
  • Act as the primary contact for attendance inquiries.
  • Assist with administrative tasks and projects as required.
  • Perform additional clerical duties as assigned.

Qualifications

Education and Experience:

  • Completion of Grade 12, with additional education in business, communications, project management, or related fields preferred.
  • Significant experience in office administration within a training environment or equivalent combination of education and experience.

Knowledge, Skills, and Abilities:

  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, etc.).
  • Familiarity with City and Departmental Policies.
  • Understanding of adult education principles.
  • Strong organizational skills with the ability to manage multiple tasks effectively.
  • Excellent written communication skills for preparing correspondence and reports.
  • Ability to learn new software and procedures quickly.
  • Self-motivated with exceptional organizational capabilities.
  • Ability to work independently and collaboratively.
  • Strong problem-solving skills and attention to detail.
  • Experience in customer service and clerical functions.
  • Ability to manage a varied workload in a dynamic environment.
  • Strong interpersonal skills for effective communication with team members and the public.

Business Unit/Department: Training & Special Operations/Fire Rescue Services

Affiliation: CUPE 15

Employment Type: Regular Full Time (RFT)

Salary Information: Pay Grade 17: $31.66 to $37.20 per hour

The City of Vancouver is committed to building a diverse workforce that reflects the community we serve. We encourage applications from Indigenous peoples, people of colour, 2SLGBTQ+ individuals, and persons with disabilities. Accommodations will be provided upon request during the selection process.