Office Support Clerk III

Requisition ID : 42362

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 rewarding workplace.

Main Purpose & Function

The Office Support Clerk III position works within a team of Clerks, Engineering Assistants and Superintendents in the Street Operation Branch (STO) at National Yard.

The position performs a key role in daily operations for Streets, providing core support and service to customers, City crews, 311, Superintendents and other City staff.

Specific Duties & Responsibilities

• Provides support to Streets, including general public enquiries through 311 regarding paving, concrete and street related issues
• Creates and updates service requests, work orders and assets for maintenance and construction work programs related to Streets in an accurate and timely manner
• Creating Hansen work orders, networks and maintenance schedules for construction and maintenance in accordance with branch protocols
• Files Street cuts and Hansen work slips on a daily bases
• Back fills BC One Office Support Clerk using Van Map and Archeology Site Maps
• Reviewing completed work slips, service requests and material issue records daily for accurate information, including analyzing data submitted by crews and enacting remedial action when required by Superintendents or Crew Foreman
• Prepares and runs various reports related to expenditures unit rate costs, work accomplishments and work and call volume
• Researches customer service, business and operations situations to provide accurate and timely information to crews, Superintendents, other City Staff and the public
• Monitors computer systems and phones for events and requests, liaises between 311, customers, Streets and other City Departments to resolve issues
• Assists with identifying, documenting and implementing work process improvements, standardized forms and manuals
• Assists and trains other staff to perform the role
• Assists with backfill and backlog support to other clerical positions as required
• Performs other duties and responsibilities as assigned

Qualifications

Education and Experience :

• Completion of Grade 12 including or supplemented by courses in commercial subjects, typing, Excel, word processing and sound related experience, or an equivalent combination of training and experience
• Experience working in an environment where a similar type of work is performed
• Experience processing a large volume of work with sustained accuracy and speed while handling considerable interruptions

Knowledge, Skills and Abilities :

• Thorough knowledge of business English, grammar, spelling, punctuation and arithmetic
• Considerable knowledge of the methods, procedures, practices, standards, equipment and materials for the capital and maintenance work of the Streets Operations Branch
• 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 branch operations, responsibilities and activities
• Proficiency in software programs including Hansen, Microsoft Office (Outlook, Word, Excel, TEAMs), VanMap, VanDocs, and SAP
• Ability to work independently and take action in solving problems while exhibiting sound judgment, particularly when dispatching safety sensitive cases
• Ability to communicate effectively both orally and in writing and to prepare non-routine reports, correspondence and memoranda related to the work
• Good skills to effectively organize, to pay attention to detail, and to prioritize work to meet deadlines
• 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
• Skill in typing (keyboarding) rapidly and accurately (including numerically)
• Ability to collaborate with a team and contribute the completion of a large volume of work
• Ability to prioritize and organize work, handle multiple assignments and meet deadlines

Business Unit / Department : Engineering Services (1300)