Office Support Clerk Iii - Vancouver, Canada - The City of Vancouver

The City of Vancouver

Verified Company

Vancouver, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Requisition ID:37985

Company

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

Specific Duties and Responsibilities

Provides support to Council Reports authors on VanDocs and SharePoint activities; ensures submission deadlines are met; contributes contents/data for appendices if needed
Prepares monthly reports of RTS (Report Tracking System) information
Supports all administrative aspects of multiple grants streams and projects
Maintains conditions and key milestones, and works with planners to ensure conditions are met
Coordinates with Financial Services, ACCS to prepare the yearend carry forward for unpaid grants
Assists with the administration of grants budget, coordinates with Planners and Financial Services to maintain uptodate budgets, including payments todate, remaining balances and total budget per stream
Monitors and updates the Social Policy Grant websites to ensure that they contain up to date and timely information, and liaises with IT Web Services to maintain content
Maintains and manages department mailboxes on regular basis;
Organizes all grant meetings, events and workshops from booking venue/conference room, preparation of material, providing supplies, placing catering orders, to clean up
Takes meeting minutes and transcribes notes for key events such as grant deliberations and other meetings consisting of City staff and/or members of the public; responds to 311 queries in relation to grants
Provides clerical support for multiple grants and award streams from implementation to debrief cycle
Acts as the primary Departmental Time entry duties, checking staff quotas, maintaining attendance book; producing and filing time entry reports
Keeps a variety of records such as project processes, histories, statistical information, documents, contract information, and other specialized project records.
Reviews statements, invoices, licenses, submission records, reports and supporting data for accuracy, completeness and conformance with departmental procedures.
Provides administrative support by answering calls, 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 projectrelated invoices including tracking in a database, followup with vendors, completing and submitting requests for service forms, and tracking contracts and payments using a variety of computer software and databases.
Develops and maintains project files, codes and indices necessary for the organization and categorization of diversified and complex paper and virtual files. Advises and assists Project Lead on contract or payment issues, discrepancies, deadlines, etc. and is responsible for following up to secure appropriate information to effect necessary adjustments
Provides backup support for other clerical team whenever absences coverage as required
Performs other duties/responsibilities as assigned.

Qualifications

Education and Experience:

Completion of Grade 12, including or supplemented by courses related to commercial business and administration and sound related experience or equivalent combination of education, training and experience.

Knowledge, Skills and Abilities:

Thorough knowledge of business English, spelling, punctuation, and business math is required
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
Advanced knowledge of software programs such as MS Office Suite (Word, Excel, Outlook, and PowerPoint)
Working knowledge of SAP, Sharepoint and the City's Procurement Policy as it relates to contracting and invoice
Excellent communication, interpersonal and organizational skills are a necessity, as this position requires written, telephone, and tactful inperson interaction with team members and the public;
Strong organizational skills and the ability to prioritize work assignments in order to meet multiple deadlines.
Ability to work with accuracy an