Office Support Clerk Iii

**Requisition ID**:43848

**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 engaging workplace. Working at the City of Vancouver and within the public service can be a rewarding career where you play a key role in ensuring impartial and equitable access to services, upholding ethical governance, and addressing the needs of citizens with integrity and dedication.

**Main Purpose and Function**
This Office Support Clerk III is responsible ensuring that time entry and HR action forms are accurate and align with CoV best practices and policies. The OSCIII reviews and corrects time entry work of other clerical staff, providing training, guidance and trouble-shooting support as required. Additionally, the OSCIII reviews, corrects, and tracks HR action forms, providing support and guidance to supervisors and managers throughout the process. The OSCIII also performs time entry functions and provides general clerical support for the Park Board administrative office, including relief backup for other clerical staff as required. This role includes working with confidential information.

**Specific Duties and Responsibilities**
- Reviews and enters all payroll data bi-weekly for Beach Administration office, including CUPE 15, CUPE 1004 and Exempt staff.
- Confirms target hours for each employee, identifies missing or omitted information for management correction.
- Reviews and processes all corrections for time entry and activity allocation.
- Provides time entry guidance, trouble-shooting, training, and back-up for all sites within the Parks and Recreation Department.
- Reviews, monitors and assists with employee quotas such as vacation and sick leave, provides information and policy/procedure guidance.
- Provides a primary point of contact for Corporate Payroll to troubleshoot time entry inconsistencies and inquires, and to clarify and correct payroll forms and documents.
- Provides recruitment, staff action form support and training for the Parks and Recreation department, including creating, correcting and tracking eSAFs and eCAFs where required.
- Receives payroll error reports and liaises with time entry clerks to resolve errors.
- Processes, maintains and monitors auxiliary/temporary employee hours and increments. Required to perform manual increment calculations.
- Assists Budget Analyst and HR with position control.
- Assists with new employee onboarding and orientation as requested, including preparing new employee orientation packages and ensuring organization charts and staff directories are updated.
- Creates, files and maintains accurate records of confidential personnel files for Parks & Recreation.
- Assists with identifying, documenting and implementing work process improvements, standardized forms and manuals.
- Tracks and enters training data and provides reports as required.
- Supports p-card reporting, reconciliation, and file management as required.
- Updates staff absence calendars when requested.
- Provides back-up reception duties to the Beach Administration office.
- Assists with meeting room set-up and clean-up as required.
- Takes minutes at staff meetings and prepares agendas as required.
- Performs other clerical duties/responsibilities as assigned.

**Qualifications**
Education and Experience
- Completion of Grade 12, supplemented by courses in administration and/or job related courses together with sound related experience performing administration responsibilities related to and including time entry and benefits administration in a unionized environment, or an equivalent combination of training and experience.
- Completion of the COV SAP Time Entry Course would be an asset.

Knowledge, Skills and Abilities
- Sound knowledge and experience applicable to wage, salary, and time entry administration.
- Thorough knowledge of business English, spelling, punctuation and math.
- Considerable knowledge of the applicable rules and regulations which govern departmental activities.
- Knowledge of office procedures and skill in the operation of office equipment.
- Knowledge of the principles and practices for maintenance of office records and filing.
- Ability to understand and interpret oral and written instructions.
- Ability to successfully, effectively, and tactfully deal with staff in interpreting and explaining policies, rules, regulations and p