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

The City’s COVID-19 vaccination policy is currently suspended and as a result, vaccination against COVID-19 isnot required at this time. However, should circumstances change and the City deem it necessary to re-introducesuch policy, you may be required to provide proof of vaccination against COVID-19 in order to be eligible tocontinue performing your duties.
Business Unit/Department: Engineering Services (1300)
Affiliation: CUPE 15 Non Pks
Employment Type: Temporary Full Time
Position Start Date: April 2023
Position End Date: April 2025
Salary Information: Pay Grade GR-015: $26.87 to $31.56 per hour

MAIN PURPOSE AND FUNCTION

Office Support Clerk III is responsible for administrative and clerical tasks for the Integrated Sewer & Drainage Planning, Healthy Waters Planning and Development Water Resource Management branches along with Team Services needs. This includes, but is not limited to: onboarding, conducting safety orientations, eSAFs, eCAFs, time entry, updating Project Management Framework documents, maintaining branch stats (Scorecard), formatting Council Reports, using SharePoint and obtaining concurrences, creating shopping carts, issuing change orders, processing of goods receipts and service entries, resolving invoice payment issues, arranging catering for large external vendor meetings, booking travel and training for branch employees, assist with records management filing and archiving as required and other duties/responsibilities as assigned. In addition to supporting the three branches this position provides general office support including minor office equipment maintenance, supply replenishment, moving paper, greets guests who arrive on the floor, directs attendees to meeting rooms and liaise with the property management company if issues arise.

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.
• 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.
• Adheres to standards of the City’s Ethical Purchasing Policy as well as manage the supplies and ordering of goods in accordance to 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.