Office Support Clerk III - City of Vancouver, Vancouver

AI Summary

The City of Vancouver is hiring an Office Support Clerk III in Vancouver to provide comprehensive administrative and clerical support. This role involves managing accounting processes, coordinating meetings, and maintaining departmental records. Key responsibilities include supporting hiring, onboarding, and payroll functions within the Decolonization, Arts & Culture Department and Recreation Community Development teams. Candidates require Grade 12 education, administrative coursework, and sound experience in office procedures.

About the Opportunity

This temporary full-time Office Support Clerk III position with the City of Vancouver offers a vital opportunity to contribute to public service in Vancouver. The successful candidate will provide extensive administrative and clerical support to the Park Board’s Decolonization, Arts & Culture Department and Recreation Community Development teams, including senior managers, planners, supervisors, coordinators, and programmers. This role is crucial for ensuring the smooth operation of these important city departments.

Primary responsibilities for this administrative support role include overseeing various accounting processes, such as managing vendors and contracted service provider sign-on, and accurately processing and tracking invoices, work orders, and shopping carts. The ability to coordinate meetings effectively is essential, involving arranging logistics and supplies, maintaining invitations and distribution lists, and drafting precise meeting minutes. Furthermore, the role involves maintaining departmental records and robust records management systems, providing general administrative and office support, and assisting with departmental hiring, onboarding, and payroll functions, including time entry validation. The incumbent will also manage the Manager of Decolonization, Arts & Culture’s calendar, monitor correspondence, and assist with preparing presentations using Microsoft Office software. This dynamic position requires a proactive individual with strong organizational skills to handle a varied workload in a busy environment.

Qualifications and Skills

To be successful in this Office Support Clerk III role, applicants must possess a completion of Grade 12, supplemented by relevant courses in administration or job-related fields, combined with sound related experience. An equivalent combination of education, training, and experience will also be considered. Candidates must demonstrate thorough knowledge of business English, spelling, punctuation, and mathematics, alongside considerable knowledge of office procedures and proficiency in operating office equipment and technology.

A sound understanding of the applicable rules and regulations governing departmental activities is required, as is knowledge of the principles and practices for maintaining office records and filing systems. The ability to manage and accurately enter large amounts of data efficiently is paramount. Successful candidates will be skilled at responding to public enquiries and handling difficult situations tactfully, professionally, and effectively, demonstrating the ability to interpret and explain policies, rules, regulations, and processes. The role demands the ability to work under pressure, prioritize tasks to meet deadlines, and understand and interpret both oral and written instructions. Working effectively both independently and within a team environment is crucial, supported by good organizational skills and the ability to handle a varied workload with frequent interruptions. Proficiency using business software such as SAP, CACS, VanDocs, and Microsoft Office Suite (Word, Excel, Outlook, Teams) is essential for providing comprehensive administrative support.