Office Support Clerk III

3 weeks ago

Vancouver, Canada City of Vancouver Full time

Main Purpose and Function


The IT Office Support Clerk in the IT division of the Technology Services Group provides a wide variety of administrative and clerical support functions to the division. The position works independently on a day-to-day basis and also provides backup to the other IT Office Support Clerk in the division when required.

Specific Duties/Responsibilities

General Admin Support

Assists with department-wide or event-related meeting arrangements; includes arranging catering and booking equipment and/or rooms etc. Files paper and electronic documents in appropriate systems, per policies and processes Creates and/or generates reports in SAP, as requested Processes journal vouchers Composes various documents, spreadsheets, and charts as required Administrates Corporate Purchasing Cards for TS department, including month end P-card reconciliation Updates Quickfind Maintains and places purchases for office supplies Facilities periodic recycling (toners, pens, batteries, Styrofoam, etc.) Processes Goods Receipts and Inventory Assignment in SAP Tracks and follows up with outstanding web cycles on Accounts Payable’s behalf Order office supplies and maintain inventory, assists with new employee onboarding and orientation as requested Functions as the Department Records Coordinator (DRC) Provide Administrative Support to the 311 team as requested Assists with the maintenance of the office space Acts as floor Warden and assists in departmental OHS activities, new staff safety orientation

Travel and Training Support

Supports travel and training for IT staff at all locations, within City policies and practices, as well as according to guidelines developed for the IT Department. Assists manager or staff member to obtain travel advances, complete travel or expense claims, and explain procedures to staff. Processes payment for course registration where necessary using IT training P-card

Recruitment Support

Prepares HR forms (ESAFs’ and ECAFs) as for Directors and Managers, as requested. Prepares onboarding checklist for managers and updates various documentations (seating chart, org chart, Quickfind, etc.) as requested.

Time Entry

Follows up with managers as necessary to: clarify recording of leave, identify issues such as inadequate quotas, or request supporting documentation. Charges out salary allocations, as required. Support end of year time entry processing adjustments

Reception Duties and Responsibilities

Greets and responds to inquiries, answers phones, redirects calls, takes and relays messages Issues and tracks security passes for authorized visitors and staff Issues and tracks IT loaner laptops and projectors Receives, opens and distributes mail Accepts deliveries by courier and prepares items for pickup by courier Monitors movement of staff and visitors in the reception area and contacts Security for assistance if needed Submits to and follows up with REFM and Building Caretaker on facilities maintenance requests

Technology Services Leadership Team (TLT) Support

Manages calendar invites and schedules conflicts Initiates Shopping Carts (Buy on Behalf) and provides full Goods Receipts processing support Other duties as assigned

Minimum Qualification Requirements
Education and Experience:
Completion of Grade 12 school including or supplemented by computer and accounting courses and sound related experience, or an equivalent combination of training and experience

Knowledge, Skills and Abilities:

Considerable knowledge of office procedures, practices and equipment Sound knowledge of the principles and practices for maintenance of office records and filing Strong analytical and organizational skills Ability to deal effectively with the public and other staff by providing information and assistance which may involve making decisions requiring explanation of applicable rules and regulations Ability to independently perform office support functions of moderate complexity according to established practices Ability to work accurately with numbers Speed and accuracy in data entry Ability to handle a varied workload in a busy environment with frequent interruptions

Proficient skill with the following software & office equipment:

MS Office Suite (Word, Excel, Outlook, PowerPoint, Teams) Sharepoint, Adobe SAP Document management system e.g., VanDocs Copiers, scanners

Where operationally appropriate and subject to change, the City of Vancouver has a Flexible Work Program. This program allows staff to work remotely 1 – 4 days a week from locations that are a daily commutable distance from their work at a City worksite. At this time this position is eligible to be part of the Flexible Work Program.

Business Unit/Department:  IT, Digital Strategy & 311 (1070) 

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