Office Support Clerk Iii

**Requisition ID**:42954

**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 and environmentally sustainable cities. 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, reconciliation, 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 Office Support Clerk III is responsible for the efficient and effective management of the Park Board’s administrative functions within the portfolio of Planning, Policy & Environment and Park Development.

**Key Contacts and Reporting Relationships**

The position reports directly to the Associate Director of Planning, Policy & Environment and works closely with the Associate Director of Park Development. The position works with other key contacts within Park Board and other City departments including but not limited to: Finance, Risk and Supply Chain Management, Real Estate and Facilities Management.

**Specific Duties/Responsibilities**
- Process Time Entry/Payroll into SAP software; both positive and exception reporting, reviews and validates Time Entry reports, ensuring that they meet time entry standards and forwards to Associate Directors for approval.
- Check timesheets against attendance book to verify, print report for Associate Director’s approval; distribute new timesheets.
- Process Expense claims using Chrome River software.
- In SAP Portal - Create on-line shopping carts and follow-up on approvals.
- Save SC requests and attachments in folders and then transfer to VanDocs after approval.
- Procedure to Pay and SAP MM/Purchasing module and AP Flow forward outstanding invoices to Project Manager for approval; to confirm that services/goods have been completed/received, check PO for available funds and process Service Entry/Goods Receipt in SAP, then approve in AP Flow for AP payment.
- When requested, check PO for payment variance and outstanding balance.
- Process all outstanding invoices in AP Flow for inclusion into existing year budget before deadline.
- Assist staff with enquiries regarding balance quota, flex time, etc.
- Create or follow up on ESaf for staff extension, long term absence, retirement, position changes, etc. and follow up on approvals.
- Create ECaf/EHaf
- draft and follow up on approvals
- Review group transactions for purchases, code and approve.
- Check Associate Directors’ transactions, code and approve.
- Create new container(folder) for staff and assist in filing documents into system.
- Clean up files when necessary to include naming conventions.
- Transfer files from desktop and other shared drives to VanDocs e.g. Shopping Cart and attachments, Memo to PBC, etc. Documents that are not linked to VanDocs and therefore filed elsewhere, to be transferred later.
- Organize and schedule meetings for Associate Directors and staff, room bookings.
- Process misc. forms (Travel & Training, Statement of Expenditure, Agreements, etc).
- Review Memo to Park Board Commissioners, Letters, etc. - review, format and edit if necessary and forward for GM approval. Update tracking sheet and file documents in VanDocs.
- Set up workstations for new staff, e.g. computer, phone, desk, furniture, etc.
- Assist staff with various requests, e.g. how to file in VanDocs, where to locate forms, how to process purchasing forms, vacation, EDO, flex balance, etc.
- Update contact sheets, tracking sheets, create new signing sheets, timesheets, etc
- Supports the onboarding of new employees including IT and security access.
- Assist Associate Directors with calendar management and schedule meetings.
- Other administrative duties as required and backup for other OSCIII when required.

**Minimum Qualification Requirements**

**Education and Experience**:
**Knowledge, Skills and Abilities**:

- Proficiency using business software including SAP, and AP Flow
- Proficiency using CACS, VanDocs, VanTree, MS Office Suite and Chrome RI\iver
- Thorough knowledge of business English, spelling, punctuation and arithmetic.
- 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 departmental functions, responsibilities and activities.
- Working knowledge of supervisory practices and techniques.
- Ability to independently perform office support functions of moderate complexity according to established practices.
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