Office Support Clerk III
City : Vancouver
Category : Administration
Industry : Government
Employer : City of Vancouver
Requisition ID: 39528
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 is a crucial member of the Homelessness Services Outreach team, operating both independently and collaboratively within the Homelessness Services Outreach Office located at 392 Powell St. This office directly serves clients experiencing and at risk of homelessness, with all hours of work conducted fully on-site.
The Office Support Clerk III provides varied and challenging clerical support to the Homelessness Services Division and responsibilities encompass moderately complex clerical duties, which include, but are 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, including database management. The position is required to work independently, understand procurement process, organise community engagement sessions; and categorize and maintain complex project files that support the client focused work of the Homelessness Services Outreach Team.
This position reports to the Social Planner II, with day-to-day guidance from the Homelessness Relocation Officer II, and will collaborate closely with Housing Relocation Officer I staff when required. This role involves establishing effective communication with internal and external contacts, including organizations such as BC Housing, the Ministry of Social Development and Poverty Reduction, and non-profit service providers.
Specific Duties and Responsibilities
- Takes a proactive approach to supporting 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, including quarterly audits on individual systems to ensure effectiveness of process.
- Liaises with various community and public agencies on behalf of the Homelessness Services Outreach Team; obtain and exchange information to support the team’s work with clients.
- Oversees the secure storage and processing of personal documents including copies of personal identification for over 5000 clients, ensuring the information for processing is communicated with the appropriate Government agencies.
- Provides administrative assistance to Planner II & HRO II, or other HRO I staff as required, including but not limited to photocopying, faxing, facilitating large mail-outs, etc.
- Creates and maintains databases and prepare periodic reports using MS Excel.
- Keeps a variety of records such as project processes, histories, statistical information, documents, contract information, and other specialized project records.
- Prepares, formats, and proofreads a variety of routine correspondence, emails, announcements, records, minutes and standard project related communications.
- Reviews statements, invoices, licenses, submission records, reports and supporting data for accuracy, completeness and conformance with departmental procedures.
- Provides administrative support by answering/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.
- Provides backup support for other clerical positions, whenever absences coverage is required;
- Performs other duties/responsibilities as assigned.
Education and Experience:
- Completion of 12th Grade preferable including or supplemented by courses in commercial and administration subjects, software applications (including Excel and PowerPoint) and sound related experience, or equivalent combination of education, training and experience.
Knowledge, Skills and Abilities:
- Advanced knowledge of software programs such as MS Office Suite (Word, Excel, Outlook, and PowerPoint)
- Some knowledge of behaviours and issues related to homelessness.
- Thorough knowledge of business English, spelling, punctuation and business math;
- Knowledge of modern office equipment (e.g. voice-mail, scanners, multi-purpose photocopying machines, laptops, projectors, etc.);
- Excellent communication, interpersonal and organisational skills
- 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.
- 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.
- Ability to work independently and collaboratively as part of a team.
- Working knowledge of SAP and the City’s Procurement Policy as it relates to contracting and invoices.
- 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) is an asset;
- Familiarity with specific CoV records management systems VanDocs is an asset.
Driver’s License and Record Checks:
- A Police Information Check is a job requirement and must not have any criminal charges or convictions that would relate to your selection for this position.
The City’s COVID-19 vaccination policy is currently suspended and as a result, vaccination against COVID-19 is not required at this time. However, should circumstances change and the City deem it necessary to re-introduce such policy, you may be required to provide proof of vaccination against COVID-19 in order to be eligible to continue performing your duties.
Business Unit/Department: Arts, Culture and Community Services (1200)
Affiliation: CUPE 15 Non Pks
Employment Type: Auxiliary/Casual
Position Start Date: October 2023
Salary Information: Pay Grade GR-015: $26.87 to $31.56 per hour
Application Close: September 27, 2023
At the City of Vancouver, we are committed to recruiting a diverse workforce that represents the community we so proudly serve. Indigenous peoples, people of colour, 2SLGBTQ+ persons including all genders and persons with disabilities are encouraged to apply. Accommodations will be provided upon request during the selection process. Learn more about our commitment to diversity and inclusion.
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In addition to uploading your cover letter and resume, part of the application process may include answering application questions related to the preferred requirements of the role which may take approx. 5-10 minutes. Cover letters should express interest and highlight additional information relevant to the position and resumes should include a summary of skills and experience related to the position.