Office Support Clerk III

City of Vancouver•Vancouver, BC

4d•Onsite

About The Position

The Office Support Clerk III – FASE is responsible for day-to-day clerical duties and office coordination of the Film and Special Events Branch; including dealing with a variety of requests and enquiries pertaining to filming, special events, accounting and other branch operations. Additional responsibilities include processing of block party permits and providing administrative support to a team of Filming and Event Officers. The City of Vancouver is consistently ranked as one of the world’s most liveable and environmentally sustainable cities. Recognized among BC’s Top Employers and Canada’s Greenest Employers, the City of Vancouver is seeking colleagues who can help advance our core commitments to exceptional public service, sustainability, equity, and an outstanding quality of life for all residents. With a strong commitment to being a City of Reconciliation, we invite you to join our dedicated team and become part of an innovative, inclusive, and engaging workplace. A career with the City of Vancouver and within the broader public service, offers meaningful work where you play a key role in ensuring equitable access to services, upholding ethical governance, and supporting the needs of citizens with integrity and dedication.

Requirements

Completion of the 12th school grade including or supplemented by courses such as typing, Excel, word processing and sound related experience, or an equivalent combination of training and experience.
Considerable knowledge of the methods, procedures, practices, standards for general clerical roles.
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 behavior.
Sound knowledge of branch operations, responsibilities and activities.
Thorough knowledge of business English, grammar, spelling, punctuation and arithmetic.
Strong knowledge of relevant time entry processes and programs.
Proficiency in software programs including SAP, Microsoft Access, Microsoft Office Suite (Outlook, Word, Excel), Hansen, VanMap, VanDocs and Plan-It.
Ability to work independently and take action in solving problems while exhibiting sound judgment.
Ability to communicate effectively both orally and in writing and to prepare non-routine reports, correspondence and memoranda related to the work.
Ability to organize and pay attention to detail and prioritize work to meet deadlines.
Ability to deal effectively with the public and other staff by providing information and assistance.
Skill in typing (keyboarding) rapidly and accurately (including numerically).

Nice To Haves

Experience working in an environment where a similar type of work is performed is preferred.
Experience processing a large volume of work with sustained accuracy and speed while handling considerable interruptions is preferred.

Responsibilities

Interacts with the public both over the phone and via email.
Reviews, processes and issues block party applications and permits.
Acts as an assistant for management and helps in the set-up and scheduling of interviews, meetings and appointments; acts as recording secretary in meetings as required; provides admin support to management and staff; prepares and distributes agendas, meeting minutes and other related correspondence.
Screens new filming and events applications; verifies applications are complete, includes all necessary information and supporting documentation. Includes cross checking applicants names against corporate name registry (when applicable) and against Accounts Receivable aging reports.
Responsible for end-to-end processing of filming and event files. Creates, updates, closes and archives filming and event files within Branch performance standards.
Creates and maintains branch spreadsheets and metrics; runs reports, verifies data and deals with requests for work and information regarding branch operations.
Prepares personnel requisitions, staff action forms, time entry sheets and other related forms.
Opens, sorts, and reads incoming correspondence, composes and types letters.
Establishes and maintains effective working relations with a variety of internal and external contacts and provides information and assistance as required.
Supports team of Filming and Event Officers with researching potential filming and event sites for previous activity, conflict with other public spaces users (internal and external), and any other research to confirm sites are available for use.
Performs a variety of duties using data entry and reporting systems such Hansen, POSSE, Plan-It, SAP, VanMap, MS Office and VanDocs.
Other duties and responsibilities as assigned.