Office Support Clerk III Full-time Job

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) 

Affiliation: CUPE 15 Non Pks 

Employment Type: Temporary Full Time 

Position Start Date: June, 2024 

Position End Date: June 26, 2026 

Salary Information: Pay Grade GR-015: $29.2 to $34.3 per hour

 

Application Close: June 2, 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.