Office Support Clerk III (Branch Support) Full-time Job

Main Purpose and Function

The Office Support Clerk III is responsible for administrative and clerical tasks for the Transportation Planning and Transportation Design branches, as well as Engineering Team Services at Crossroads. This includes, but is not limited to: onboarding, eSAFs, eCAFs, time entry, updating Project Management Framework documents, maintaining branch stats (Scorecard), formatting Council Reports, using SharePoint and obtaining concurrences, creating shopping carts, issuing change orders, processing of goods receipts and service entries, resolving invoice payment issues, calendar management for section heads, coordinating large external vendor meetings, booking travel and training for branch employees, assisting with records management filing and archiving as required and other responsibilities as assigned.

 

Specific Duties and Responsibilities

• Updates Project Management Framework documents.
• Maintains branch scorecards.
• Formats Council Reports, and obtains reports and concurrences in SharePoint.
• Provides end-user support for branch SharePoint pages.
• Utilizes organizational software, SAP, to provide administrative support to all Engineering branches in various ways such as Procurement to Payment (P2P) training, shopping carts, service entries, good receipts, orders and approves payments for suppliers. 
• Adheres to standards of the City’s Ethical Purchasing Policy as well as manage the supplies and ordering of goods in accordance to the P2P process.
• Resolves invoicing issues.
• Coordinates P-card reconciliation.
• Ensures printers are working and maintain the toner and paper supplies for the floor.
• Assists the branch section heads with their calendar management, including booking large meetings and/or travel/training trips.
• Initiates eSAFs and eCAFs as per direction from management, and forwards them to appropriate authority for approval.
• Supports the onboarding of new employees to the branches including IT and security accesses.
• Reviews and validates Time Entry reports, ensuring that they meet time entry standards and forwards for approval to Managers OR Reviews and validates Time Entry reports, ensuring that they meet time entry standards and forwards for approval to Managers.
• Uses the VanRIMS classification and retention schedule exclusively and serves as the branches Departmental Records Coordinator (DRC) for all VanDocs related issues.
• Retrieves information from paper, electronic or film based files; assisting in the scheduling and transferring of records off site and requesting file searches from external sources.
• Other administrative duties as required for Engineering Team Services.

 

Qualifications
Education and Experience:

• Completion of Grade 12 including or supplemented by commercial administration courses plus sound related experience, or an equivalent combination of training and experience. 
• Experience as a Departmental Records Coordinator is considered an asset.
   

Knowledge, Skills and Abilities:

• Considerable knowledge of modern office practices and procedures.
• Sound knowledge of departmental and other policies, regulations, rules, procedures and practices that relate to the position occupied or which govern worksite activities and employee behaviour.
• Sound knowledge of the Engineering Services Department functions, responsibilities and activities.
• Effective written and verbal communication skills.
• Effective organization and problem-solving skills.
• Ability to operate standard office equipment and a working knowledge of standard computer software such as VanDocs, Microsoft Word, PowerPoint, and Excel is required.
• Ability to preform P2P and time entry functions in SAP is an asset.
• Sound knowledge of COV’s standard purchasing practices and procedures.
• Ability to work in a fast-paced environment with shifting priorities, demonstrated competency in decision making within established business practices and rules.
• Ability to handle a heavy workload and provide exceptional customer experience.
• Ability to communicate effectively both orally and in writing and to prepare non-routine reports, correspondence and memoranda related to the work.
• Ability to build and maintain effective working relationships with co-workers and vendors is essential.

 

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: Engineering Services (1300) 

Affiliation: CUPE 15 Non Pks 

Employment Type: Temporary Full Time 

Position Start Date: April 2024 

Position End Date: March 2026

 

Application Close: March 3, 2024

Vancouver, a bustling west coast seaport in British Columbia, is among Canadas densest, most ethnically diverse cities. A popular filming location, its surrounded by mountains, and also has thriving art, theatre and music scenes. Vancouver Art Gallery is known for its works by regional artists, while the Museum of Anthropology houses preeminent First Nations collections