Clerk III at The City of Vancouver
Vancouver, BC V6A 4K6, Canada -
Full Time


Start Date

Immediate

Expiry Date

01 Feb, 25

Salary

31.66

Posted On

02 Nov, 24

Experience

0 year(s) or above

Remote Job

No

Telecommute

No

Sponsor Visa

No

Skills

Completion, Interpreting, Business Intelligence Tools, Training, Licensing, Punctuation, Presentations, Management Software, Spelling, Regulations, Pivot Tables, Supply Chain, Records Management, Finance, Business English

Industry

Human Resources/HR

Description

QUALIFICATIONS

Education and Experience:

  • Completion of Grade 12, supplemented by courses in administration and/or job related courses together with considerable related experience working at a high level of records management and report generation using sophisticated excel and SAP reporting capabilities and business intelligence tools, or an equivalent combination of training and experience.

Knowledge, Skills and Abilities:

  • Working knowledge of the applicable rules and regulations which govern departmental activities.
  • Working knowledge of the BC Motor Vehicle Act regulations related to licensing.
  • Thorough knowledge of business English, spelling, punctuation and math.
  • Ability to understand and interpret oral and written instructions.
  • Ability to successfully, effectively and tactfully deal with the public and staff in interpreting and explaining departmental rules, regulations and processes.
  • Working knowledge of the principles and practices for electronic record management.
  • Work effectively independently and collaboratively in a team environment.
  • Strong organizational skills
  • Handle a varied workload in a busy environment with frequent interruptions.

Advanced proficiency with the following software:

  • Business information software (e.g. SAP training, hiring, and purchasing module and LMS training history entry).
  • Microsoft Office Suite (Word, Excel, PowerPoint, Visio, Outlook & Access) to provide charts and pivot tables for presentations.
  • Document Management software (eg. Vandocs) to record and file confidential information, training, and important correspondence. Existing Departmental Records Coordinator (DRC) an asset.

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: Finance & Supply Chain Mgmt (1150)
Affiliation: CUPE 15 Non Pks
Employment Type: Regular Full Time
Position Start Date: January 2025
Salary Information: Pay Grade GR-017: $31.66 to $37.20 per hour

Responsibilities

MAIN PURPOSE AND FUNCTION

This is a support position to the administrative group of Driver Services Division. This position provides data entry for a number of business process including driver records used to record accidents, assessments, audits, and training and to initiate follow up actions on approximately 5,500 employees who drive on behalf of the City. These databases are auditable by senior governments and are part of the City’s corporate records. This position also provides administrative support for the Driver Training program for the City by scheduling and booking a variety of courses to provide approximately 20,000 hours of training per year.

SPECIFIC DUTIES AND RESPONSIBILITIES

  • Provides data input and review of Driver Records as required to meet National Safety Code and WorkSafe BC data requirements.
  • Coordinates and submits annual abstract check requests to ICBC for over 4,000 drivers and review drivers’ status. Collaborates with Technology Service Team to update the driver database.
  • Reviews records and determines the level of severity of accidents based on accident reports and the assimilation of ICBC policies, Motor Vehicle Act Regulations, National Safety Codes and City policies
  • Writes correspondence to supervisors requesting action related to driver records and accidents, provides a detailed list of accidents and infractions of a driver for the supervisor to review and may provide excerpts from the appropriate policy to explain why data is recorded and when deleted.
  • Administers the day-to-day needs of the Driver Services training program including scheduling staff and responding to training program questions of a routine nature.
  • Produces monthly reports for presentations and records minutes for the Driver Services Steering Committee and ad hoc reports as requested by the Manager of Driver Services, City Supervisors, or Canadian Vehicle Safety Enforcement (CVSE) unit. Including quarterly metrics combining information from several sources to create an overview of training and incident trends.
  • Maintains the Driver Services Website to provide communication to the City on policies and procedures including safety bulletins and driver safety statistics.
  • Ensures all documentation is filed in accordance with ICBC and auditing requirements.
  • Prepares emails advising drivers when authorization to drive is removed and reinstated depending on driving record, training history and employee status. Prepares and distributes correspondence following accident reviews on a weekly basis.
  • Assists the Driver Safety and Training Team with presentations and workshops and preparing electronic and hardcopy documents for distribution to promote engagement in Driver Services and awareness of policies and procedures. Monitoring and distributing driver trainer reports to departments following training, classes, and assessments.
  • Opens and sorting correspondence, composing routine letters.
  • Create shopping carts and process goods receipts for stationary, uniforms and printing orders.
  • Processes training attendance into the LMS system.
  • Serves as the VanDocs departmental records coordinator and the QuickFind coordinator.
  • All other duties as required.
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