Office Support Clerk Iii

**Requisition ID**:37308

**Company**

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**:
The Office Support Clerk III positions will provide varied and challenging clerical support for Social Policy and Projects Division. The incumbent will perform moderately complex clerical work including work related to, but not limited to, co-ordinating meetings with internal and external stakeholders, processing and organizing service requests; subsequent payment of invoices; developing and maintaining accurate records for various projects. The incumbent will be required to work independently, understand procurement process, organise community engagement sessions; and categorize and maintain complex project files.

This position directly reports to Administrative Coordinator, Social Policy and Projects with respect to day to day administrative systems, processes and tasks. These positions also provide back up administrative support to Team Leads as required.

**Specific Duties and Responsibilties**:

- Takes a proactive approach to supports all administrative aspects of multiple projects
- Takes meeting minutes and transcribes notes for various meetings and project workshops consisting of City staff and/or members of the public.
- Develops and maintains project files, codes and indices necessary for the organization and categorization of diversified and complex paper and virtual files.
- Keeps a variety of records such as project processes, histories, statistical information, documents, contract information, and other specialized project records.
- Reviews statements, invoices, licenses, submission records, reports and supporting data for accuracy, completeness and conformance with departmental procedures.
- Provides administrative support by answering calls, screening calls, and processing confidential information.
- Organizes community engagement meetings, events and workshops from booking venue/ conference room, preparation of material, providing supplies, placing catering orders, to clean up;
- Posts, maintains, reconciles and balances all project related invoices including tracking in database, follow-up with vendors, completing and submitting request for service forms, and tracking contracts and payments using a variety of computer software and databases.
- Advises and assists Project Lead on contract or payment issues, discrepancies, deadlines, etc. and is responsible for following up to secure appropriate information to effect necessary adjustments
- Provides backup support for other clerical positions, whenever absences coverage is required;
- Performs other duties/responsibilities as assigned.

**Minimum Qualifications**

Education and Experience:
Knowledge, Skills and Abilities:

- Advanced knowledge of software programs such as MS Office Suite (Word, Excel, Outlook, and PowerPoint)
- Excellent communication, interpersonal and organisational skills are a necessity, as this position requires written, telephone and tactful in-person interaction with team members and the public;
- Strong organizational skills and the ability to prioritize work assignments in order to meet multiple deadlines.
- Ability to work with accuracy and attention to detail.
- Thorough knowledge of business English, spelling, punctuation and business math is a necessity;
- Ability to understand and interpret oral and written instructions and communicate effectively both verbally and in writing.
- Ability to establish and maintain effective working relationships with staff of various civic departments and representatives of outside agencies;
- Ability to work proactively and independently within the duties/responsibilities to identify areas that need added attention or change;
- Ability to work under pressure and establish work priorities, to multi-task, and to develop and maintain effective work procedures and processes.;
- Familiarity with specific CoV records management systems VanDocs will be an asset.
- Working knowledge of SAP and the City’s Procurement Policy as it relates to contracting and invoice
- A background in municipal government and knowledge of community issues (e.g. social, housing, development and licensing issues) is an asset;
- Knowledge of project management software (e.g. MS Office Project