The City of Vancouver Looking for Office Support Clerk III – Branch Support at Vancouver, BC Full Time

Company

Located on the traditional, ancestral and unceded lands of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh), 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 & Function

Reporting to the Branch Manager, Team Services, the Office Support Clerk III provides support to approximately 350 employees within Marine Gateway. This position is responsible for front desk reception duties at Marine Gateway, primarily supporting the Engineering Team Services and Operations Support & Safety Branches, as well as overseeing day to day administrative functions for the building. The position is full-time in office. Duties include, but are not limited to: liaising with the property management company for tenant concerns; conducting new staff building safety orientations; assisting with onboarding; using SAP for time entry, creation of shopping carts, processing of services entries and goods receipts; checking ID badges for guests to the COV floor and providing daily back-up support to the Contract Services Coordinator Dispatcher.

Specific Duties & Responsibilities

Supporting the onboarding of new employees to Marine Gateway and completing their Building Safety Orientations to ensure compliance with OH&S requirements.

Liaising Marine Gateway building issues with Property Management Company through the online reporting system.

Providing break coverage for Contract Services Coordinator and Dispatch, including liaising with external vendors and Operations staff.

Adhering to standards of the City’s Ethical Purchasing Policy and managing the supplies and ordering of goods in accordance to the P2P process.

Utilizing SAP to provide administrative support to all Engineering branches (ie. such as P2P training, shopping on behalf, service entries, good receipts, orders and approves payments for suppliers.)

Ensuring Ricoh Printers are working and maintaining the toner and paper supplies for the floor.

Working with Branch colleagues to maintain/coordinate stationary supplies, survey equipment and PPE equipment from vendors, including unloading of supplies and equipment

Providing VanDocs orientations to new Engineering Services employees as they wait to complete the official City Learn course.

Using the VanRIMS classification and retention schedule exclusively and serving as the Engineering Department’s back up Departmental Records Coordinator (DRC) for all VanDocs related issues.

Retrieving 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.

Receiving, processing and delivering both internal and external mail (Mail Clerk duties include extensive walking and frequent standing while sorting mail, regularly reaching above shoulder height and carrying up to 4 kg of mail. A wheeled cart is available if preferred or if weights exceed 4 kg.)

Other administrative duties as required for both Team Services and Operations Support & Safety Branches.

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 would be considered an asset

Knowledge, Skills and Abilities:
Good working knowledge of Engineering Services department

Working knowledge of standard purchasing practice and procedures

Proven experience working in a fast paced environment with shifting priorities, demonstrating competency in decision making within established business practices and rules

Effective written and verbal communication skills

Effective organization and problem solving skills

A demonstrated ability to build and maintain effective working relationships with co-workers and vendors is essential

Ability to operate standard office equipment and a working knowledge of standard computer software such as VanDocs, Microsoft Word, PowerPoint, and Excel is required

Proven ability to handle a heavy workload and provide exceptional customer experience

All City of Vancouver employees are required to be fully vaccinated as a condition of hire and ongoing employment. Candidates may only be exempted from this requirement if they request and are approved for an accommodation based on a reason related to a Human Rights Code ground (such as disability). Such a request must be made during, not after, the recruitment process.

Business Unit/Department: Engineering Services (1300)

Affiliation: CUPE 15 Non Pks

Employment Type: Temporary Full Time

Position Start Date: April, 2022

Position End Date: March, 2023

Salary Information: Pay Grade GR-015: $26.87 to $31.56 per hour

Application Close: March 20, 2022

At the City of Vancouver, we are committed to recruiting a diverse workforce that represents the community we so proudly serve. Indigenous applicants, people of colour, all genders, LGBT2Q+ 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.

Before you click Apply now

Once you start your application you can save your work and leave the applications page, however please remember to submit your profile to the specific job requisition before the posting closing date.

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.. 5-10mins. Cover letters should express interest and highlight additional information relevant to the position and resumes should include a tailored summary of skills and experience related to the position.