office clerk
Title posted on CivicJobs.ca -
Office Support Clerk III
Posted on
June 26, 2024
by
Employer details
City of Vancouver
Job details
Office Support Clerk IIIRequisition ID: 41673 OrganizationLocated on the traditional, ancestral and unceded lands of the x?m??k??y??m (Musqueam), S?wx?wú7mesh (Squamish), and s?lilw?ta? (Tsleil-Waututh) Peoples, Vancouver has a commitment to becoming a City of Reconciliation. Vancouver consistently ranks as one of the world?s most liveable cities and is working towards being the greenest city in the world. Named among Canada's Top 100 Employers, BC's Top Employers, and Canada's Greenest Employers, the City of Vancouver seeks colleagues who can help shape and embody our core commitments to sustainability, reconciliation, equity and outstanding quality of life for all residents.Consider joining our committed team of staff and being part of an innovative, inclusive and rewarding workplace.Main Purpose and FunctionThe Administration Clerk supports the Operations Services Branch as the main administrator through document and data management, producing reports and coordinating and documenting various meetings. The role supports all of Manitoba Works Yard as the administration building reception, overseeing key and access control, as well as having a direct role in response to emergencies and alarms.Specific Duties and Responsibilities Coordinates document management of the branch procedures, manuals and other documentation. Manages the documents in VanDocs and in the Sharepoint site and distributes as needed. Acts as the Department Records Coordinator, to create new VanDocs project case file folders as required. Acts as the branch Microsoft Teams Champion Creates or updates various documents in Word, spreadsheets in Excel and presentations in PowerPoint as a result of requested changes Maintains calendars, arranges meetings, handles correspondence, monitors email and makes travel arrangements and training registrations. Conducts SAP processing including time entry; creating SRM Shopping Carts; processing goods receipts Prepares ESAFs, ECAFS, and other HR forms and tracks ongoing status. Processes tasks required for new (or transferred) staff onboarding. Requests IT and Security access for new staff and staff changes. Assists with new employee onboarding and orientation as requested. Requests and administers cell phones and accessories for new staff per policy and as approved. Manages departmental asset inventory tracking all City assets distributed to team members. Maintains and administers SAP license additions, deletions and changes. Performs data entry into programs such as Excel, SAP and other databases. Produces and distributes training reports from SAP. Prepares agendas for various meetings. Maintains business process charts and work plan flowcharts in MS Visio Takes meeting minutes and distributes meeting documentation to meeting attendees and others as required. Performs general reception duties for deliveries and visitors as needed. Organizes the office filing system including paper and electronic folders and records; filing all correspondence; creating new files as required; logging and transferring records to off-site provider per City retention schedules; Maintains inventory and order stock as needed for office supplies and equipment. Updates Quickfind Responds to email and telephone enquiries. Provides front line customer service by greeting and providing direction to visitors to the yard. Ensures contractors at arrival meet the requirements of the Contractor Guideline Check In Procedures. Ensures adherence to Yard PPE Policy for all individuals onsite Views CCTV in real time and ensures that CCTV system is functional. Responds to alarms (panic and fire) as per the existing procedures. This involves communicating out information on the alarms, and providing access card to emergency personnel when needed. Provides a dedicated response role to the Manitoba Yard Emergency Plan (role includes making phone calls, closing gates, directing traffic and emergency crews). Oversees process for distributing the Wate
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LocationVancouver, BC
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Salary$29.20HOUR hourly
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Terms of employment
Permanent employmentFull time
- Start date
Starts as soon as possible
- vacancies
1 vacancy
- Source
CivicJobs.ca
#95806
Advertised until
2024-07-03
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