Clerk III Full-time Job

This position performs a variety of tasks and oversees office operations, as well as provides logistical and project support to the Training and Development Department at Vancouver Fire  Rescue Services. Responsibilities include drafting correspondence, reviewing and formatting complex documents and training materials, and assisting with running metrics and progress reports. This position oversees records and data management, assists with training budget, reviews and makes enhancement to office processes, enters and maintains operational records with the use of VFRS Training scheduling system, Learning Management System and Scheduling Software.

 

Key Contacts and Reporting Relationships

The position reports to the Assistant Chief of Training and Development. Works closely with other members of the Training and Development team, Training Officers, Instructors, external vendors and partners with other divisions in the departments.

 

Specific Duties/Responsibilities

• Acts as a resource, and provides assistance and support to other Training Officers
• Assists with the planning and onboarding of training new Recruits, including coordinating access and supporting logistics.
• Arranges for production, printing and collation of course materials.
• Edits, formats and proofreads training materials and internal correspondences.
• Assists with validating training materials, updating and adding new material to the Learning Management System.
• Maintains and audits records management system (RMS).
• Monitor and track training progress.
• Assists with identifying, documenting and implementing work process improvements, standardized forms, manuals and procedures to optimize efficiency and streamline processes.
• Tracks and enters training data and provides reports as required.
• Monitors and processes time entries in VFRS scheduling system and scheduling system used by the Training Department.
• Maintains and make updates to VFRS Intranet for the Training Division.
• Reviews and processes all corrections for time entry and activity allocation.
• Provides a primary point of contact for VFRS attendance team to troubleshoot time entry inconsistencies and inquires.
• Assists with Career Ops Staff Alts, distribute Safety Committee minutes, and post on bulletin board
• Oversee daily office operations, including managing facilities, supplies, and equipment and working effectively with staff from various departments.
• Manages office procurement, budgets and expenses.
• Provides reception duties including answering phones and managing visitor access.
• Sorts, distributes, and sends out mail and couriers.
• Updates Training contact list and information on VFRS intranet.
• Assists with any projects that may arise or functions that may require administrative support.
• Performs other clerical duties/responsibilities as assigned.

 

Minimum Qualification Requirements
Education and Experience:

• Completion of Grade 12, preferably supplemented by additional education and training in business, communications, project management support, adult education, or other related fields
• Considerable experience in office administration, learning/training environment;
• or an equivalent combination of education, training and experience.

 

Knowledge, Skills and Abilities:

• Thorough knowledge of Microsoft Word, Excel, PowerPoint, Planner, Visio and Outlook is essential.
• Working knowledge of City and Departmental Policies and Collective Agreement
• Some knowledge of adult education theories and practices
• Ability to manage and process a variety of administrative duties, ability to multi-task, organize and prioritize work.
• Ability to prepare correspondence, presentations, memos and reports with strong written communication skills.
• Ability to exercise a high degree of accuracy, including the ability to learn new software programs and procedures.
• Self-starter with exceptional organizational skills and a passion for creating a positive team culture
• Ability to work independently, within a team, and with the public
• Ability to problem solve and meet deadlines with a high degree of accuracy under minimal supervision.
• Considerable related experience providing a range of customer service functions and clerical work
• Ability to manage a workload with short deadlines within an environment of frequent interruptions, distractions and changing priorities
• Ability to exercise substantial discretion.
• Strong interpersonal skills and be able to communicate effectively with other members of the department, vendors and the public as part of reception for the Department.

 

 

Business Unit/Department: Training & Special Operations/Fire Rescue Services 

Affiliation:  CUPE 15  

Employment Type: Regular Full Time (RFT) 

Position Start Date: September 4, 2024 

Position End Date: N/A 

Salary Information: Pay Grade 17: $31.66 to $37.20 per hour

 

Application Close:  August 19th 2024

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 worlds 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, reconciliation, equity and outstanding quality of life for all residents.