Office Support Clerk III - REPOST

Full job description
Requisition ID: 44041


Organization

Located on the traditional, ancestral and unceded lands of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) Peoples, Vancouver has a commitment to becoming a City of Reconciliation. Vancouver consistently ranks as one of the world’s most liveable and environmentally sustainable cities. 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 engaging workplace. Working at the City of Vancouver and within the public service can be a rewarding career where you play a key role in ensuring impartial and equitable access to services, upholding ethical governance, and addressing the needs of citizens with integrity and dedication.


Main Purpose and Function

The IT Office Support Clerk in the IT division of the Technology Services Group provides a wide variety of administrative and clerical support functions to the division. The position works independently on a day to day basis and also provides backup to the other IT Office Support Clerk in the division when required.

Specific Duties/Responsibilities

General Admin Support
Assists with department-wide or event-related meeting arrangements; includes arranging catering and booking equipment and/or rooms
Scans, copies and faxes documents
Files paper and electronic documents in appropriate systems, per policies and processes
Creates and/or generates reports in SAP, as requested
Processes journal vouchers
Composes various documents, spreadsheets, and charts as required
Administrates Corporate Purchasing Cards for IT department, including month end P-card reconciliation
Updates Quickfind
Maintains and places purchases for office supplies
Facilities business cards ordering
Facilities periodic recycling (toners, pens, batteries, Styrofoam, etc.)
Processes Goods Receipts and Inventory Assignment in SAP
Tracks and follows up with outstanding web cycles on Accounts Payable’s behalf
Makes extra copies of office keys, as requested

Travel and Training Support
Supports travel and training for IT staff at all locations, within City policies and practices, as well as according to guidelines developed for the IT Department.
Assists manager or staff member to obtain travel advances, complete travel or expense claims, and explain procedures to staff.
Processes payment for course registration where necessary using IT training P-card
Recruitment Support
Prepares HR forms (ESAFs’ and ECAFs) as for Directors and Managers, as requested.
Prepares onboarding checklist for managers and updates various documentations (seating chart, org chart, Quickfind, etc., as requested.

Time Entry
Prior to each pay period end, sends a reminder to IT staff regarding established deadlines for submission of timekeeping information.
Receives and tracks receipt of approved timesheets/timekeeping spreadsheets from managers for positive and exception reporters in IT.
Checks source documents received from managers per process to ensure appropriate approval.
Follows up with managers as necessary to: clarify recording of leave, identify issues such as inadequate quotas, or request supporting documentation.
Charges out salary allocations, as required.
Runs appropriate time entry reports, checks entry against source documents, prints reports for review by the appropriate Director or Manager, and files with source documents, as per the established process.

Reception Duties and Responsibilities
Greets and responds to inquiries, answers phones, redirects calls, takes and relays messages
Issues and tracks security passes for authorized visitors and staff
Issues and tracks IT loaner laptops and projectors
Receives, opens and distributes mail
Monitors incoming faxes and routes electronically to staff
Accepts deliveries by courier and prepares items for pickup by courier
Monitors movement of staff and visitors in the reception area and contacts Security for assistance if needed
Submits to and follows up with REFM and Building Caretaker on facilities maintenance requests

Technology Services Leadership Team (TLT) Support
Manages calendar invites and schedules conflicts
Sets up meeting room and workshops
Initiates Shopping Carts (Buy on Behalf) and provides full Goods Receipts processing support
Supports general administration duties as requested
Other duties as assigned.

Qualification Requirements

Education and Experience:

Completion of Grade 12 school including or supplemented by computer and accounting courses and sound related experience , or an equivalent combination of training and experience.


Knowledge, Skills and Abilities:

Considerable knowledge of office procedures, practices and equipment
Sound knowledge of the principles and practices for maintenance of office records and filing
Strong analytical and organizational skills
Ability to deal effectively with the public and other staff by providing information and assistance which may involve making decisions requiring explanation of applicable rules and regulations.
Ability to independently perform office support functions of moderate complexity according to established practices.
Ability to work accurately with numbers
Speed and accuracy in data entry
Ability to handle a varied workload in a busy environment with frequent interruptions

Proficient skill with the following software & office equipment:
Copiers, scanners, fax
SAP (FI, MM,TEM, etc.)
MS Office Suite (Word, Excel, Outlook, PowerPoint)
Sharepoint, Adobe
VanDocs

Where operationally appropriate and subject to change, the City of Vancouver has a Flexible Work Program. This program allows staff to work a hybrid work week from locations that are a daily commutable distance from their work at a City worksite. At this time this position is eligible to be part of the Flexible Work Program.


Business Unit/Department: IT, Digital Strategy & 311 (1070)

Affiliation: CUPE 15 Non Pks

Employment Type: Temporary Full Time

Position Start Date: July 2025

Position End Date: January 2027

Salary Information: Pay Grade GR-015: $2+.2 to $34.3 per hour


Application Close: July 13, 2025

At the City of Vancouver, we are committed to recruiting a diverse workforce that represents the community we so proudly serve. Indigenous peoples, people of colour, 2SLGBTQ+ persons including all genders and persons with disabilities are encouraged to apply. Accommodations will be provided upon request during the selection process. Learn more about our commitment to diversity and inclusion.


Apply now

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In addition to uploading your cover letter and resume, part of the application process may include answering application questions related to the preferred requirements of the role which may take approx. 5-10 minutes. Cover letters should express interest and highlight additional information relevant to the position and resumes should include a summary of skills and experience related to the position.