Office Support Clerk III (Engineering Team Services)

at  The City of Vancouver

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, is required.
• Experience as a Departmental Records Coordinator would be 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.
• Working knowledge of standard purchasing practice and procedures.
• Effective written and verbal communication skills.
• Effective organization and problem solving skills.
• Ability to build and maintain effective working relationships with co-workers and vendors is essential.
• Ability to work in a fast paced environment with shifting priorities, demonstrated competency in decision making within established business practices and rules.
• 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.

Business Unit/Department: Engineering Services (1300)
Affiliation: CUPE 15 Non Pks
Employment Type: Regular Full Time
Position Start Date: June 2024
Salary Information: Pay Grade GR-015: $29.20 to $34.30 per hour

MAIN PURPOSE AND FUNCTION

Reporting to the Branch Manager, Team Services, the Office Support Clerk III provides direct support to three Engineering Branches (Integrated Sewer & Drainage Planning, Healthy Waters Planning and Development Water Resource Management) and also to Team Services.
This position will be responsible for a variety of administrative and clerical tasks and will work in the office at Marine Gateway (450 SW Marine Drive, Vancouver).

SPECIFIC DUTIES AND RESPONSIBILITIES

• Supports the onboarding of new employees to Marine Gateway, including IT and Security accesses and completes their Building Safety Orientations.
• Acts as the floor reception, greeting guests and directs them to meetings.
• Communicates Marine Gateway building issues with Property Management Company through the online reporting system.
• Assists the branch section heads with their calendar management, including booking large meetings and distributing agendas.
• Monitors the branch’s shared email inbox, assigns the emails accordingly and/or coordinates follow-up responses.
• Provides end-user support for the branch’s SharePoint pages.
• Updates Project Management Framework documents, maintaining branch Scorecards, formatting Council Reports, and obtaining reports in SharePoint, etc.
• Utilizes organizational software including SAP, to provide administrative support to all Engineering branches in various ways such as P2P training, shopping on behalf, service entries, good receipts, orders and approves payments for suppliers.
• Acts as the backup departmental AP Flow & SAP P2P super user.
• Adheres to standards of the City’s Ethical Purchasing Policy as well as manage the supplies and ordering of goods in accordance with the P2P process.
• Reviews and validates Time Entry reports, ensuring that they meet time entry standards and forwards for approval to Managers.
• Ensures printers are working and maintain the toner and paper supplies for the floor.
• Provides back-up to the 11th floor Clerk with coordinating/ordering/maintaining stationary supplies from Staples.
• Provides VanDocs orientations to new Engineering Services employees.
• Arranges travel and training for branch employees.
• Uses the VanRIMS classification and retention schedule exclusively and serves as the Engineering Department’s back up 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 Team Services, Healthy Waters Planning, Integrated Sewer & Drainage Planning and Development Water Resource Management branches.