Office Support Clerk Iii

**Requisition ID**:37280

**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 (OSC III) in the Sanitation Services Branch of the Engineering Department primarily performs time entry for a large operations team that works 24 hours, 7 days per week. The OSC III will work within a clerical team to support other daily administrative activities under the direction of the Manager, Business Operations.

**Specific Duties & Responsibilities**
- Performs time entry procedures including: updating approved staff absences in calendar, records leaves/absences per time entry process, clarifies with Supervisor or Manager where required, enters time into SAP, runs reports and provides to Branch Manager or Manager, Business Operations for approval
- Provides administrative support to the Sanitation Branch management team and directly to the Branch Manager Sanitation. This includes maintaining calendars, arranging meetings, handling correspondence, and making travel arrangements as required.
- Prepares presentations, letters, reports and other documents for the Branch Manager and management team using the appropriate Microsoft Office programs and departmental and COV templates.
- Supports administration of Branch training initiatives; schedules training, arranges logistics, manages documents post-training
- Attends branch management meetings; prepares agendas, and takes minutes or creates from notes of others, files electronically or hard copy (ex. Branch management meetings, Crew Talks, OH&S meetings, ATTMs)
- Assists with branch recruitment and orientation processes by managing interview schedules, compiling interview packages, arranging logistics
- Arranges complex meetings for Branch Manager or Manager, Business Operations by booking venues, sending out invites and ensuring that required equipment and amenities are available
- Assists with personnel administration such as ESAF and ECAF preparation and status tracking; drafts standard personnel letters using templates; creates new employee personnel files, files documents as required
- Reviews, provides input to, and participates in implementation of new work processes and procedures
- Requests IT and Security access for new staff and updates to reflect staff changes
- Updates staff charts and lists as applicable (ex. organization chart, phone lists and quick find).
- Maintains branch operational files.
- Administers SAP license additions, deletions and changes as directed
- Creates purchase requisitions in SAP per policy and procedure
- Performs basic reception tasks; greets and responds to inquiries; redirects calls and relays messages
- Receives, opens and distributes mail; accepts courier deliveries and prepares outgoing items for pickup
- Requests building or equipment maintenance services
- Orders and receives office supplies
- Provides ad hoc support with regard to special event projects e.g. United Way.
- Performs other duties/responsibilities as assigned.

**Qualifications**

Education and Experience

Completion of Grade 12, supplemented by courses in office administration, including word processing; together with at least two years related experience, or an equivalent combination of training and experience.

Knowledge, Skills and Abilities:

- Excellent customer service skills, with the ability to effectively communicate with the public and operations staff.
- Considerable attention to detail, data entry and time entry skills
- Thorough knowledge of business English, spelling, punctuation and math
- Sound knowledge of the applicable policies, rules, regulations, procedures and practices which govern the department
- Ability to communicate effectively both orally and in writing
- Considerable knowledge of modern office practices and procedures, including the operation of office equipment
- Ability to prepare non-routine reports, correspondence and documentation related to the work
- Ability to evaluate work methods and procedures and make suggestions for appropriate changes
- Ability to deal effectively with the public and other staff by providing information and assistance
- Ability to work effectively both independently and in a team environment
- Strong organizational skills
- Ability to handle