Office Support Clerk III (Auxillary)

Main Purpose and Function

The Office Support Clerk III reports to the Senior Coordinator of Administration and provides clerical and administrative support services to the Gathering Place management, staff and patrons. This position also provides frontline service to the patrons who access Gathering Place programs and services. The Office Support Clerk III uses sound knowledge of City of Vancouver administrative practices & procedures and is proficient in using Microsoft Office, SAP and Vandocs. While work is normally performed in accordance with established procedures and under the supervision of the Coordinator of Administration, the Office Support Clerk III exercises some independent judgement and initiative in planning the priority of task within established work cycles and procedures. Difficult or unusual problems are referred to a supervisor.

Specific Duties/Responsibilities

• Completes time entry bi-weekly, runs appropriate time entry reports, check against source documents, print final reports for review and files with source documents as per established process.
• Counts Centre and Kitchen cash and prepares bank deposits for the armored car pick up
• Reconciles Centre, Kitchen, and Association petty cash funds and coordinates replenishment when required
• Payroll, e-pay, IT, and union setup for new, returning or transferred employees
• Tracks safety orientation sign-off sheets for new EE’s, scans and stores in VanDocs
• Scans and confirms goods received for invoices submitted for payment, and sends to AP Central for processing
• Purchase online supplies using P2P process, as directed
• Site coordinator for purchasing cards, submits applications for new cards, changes to existing cards, distributes statements, receives statements with receipts, enters account changes
• Guides set up process to create new vendors in SAP and maintain list of Gathering Place vendors in VanDocs
• Processes GR/SE sheets in SAP for goods and services received
• Provides administrative support to different programming areas including designing and generating meals vouchers, sign-up sheets, posters, running cost centre reports, taking minutes for meetings, uploading documents to VanDocs, transferring records to Iron Mountain
• Assists in centre procurement processes including collecting supporting documents and initiating shopping carts under the direction of management and in compliance with P2P processes
• Provides administrative assistance to the Centre’s Advisory Board including taking minutes for meetings and creating meeting packages.
• Provides back up and relieves reception desk staff and provides break coverage in different programming areas.
• Provides information to patrons regarding Centre’s programs and services, and other services in the community
• Database and spreadsheet entry as required
• Performs other related work as assigned

Minimum Requirements

Education and Experience:

• Completion of Grade 12, including or supplement by courses in Microsoft Word, Excel, Access, Outlook, and various SAP courses and sound related experience, or an equivalent combination of training and experience.

Knowledge, Skills and Abilities:

• Ability to operate a computer and a demonstrated working knowledge of a variety of software programs including Word, Excel, Outlook, SAP, electronic file management systems
• Knowledge of administrative processes including purchasing processes, time entry, petty cash, records management etc.
• Excellent communication skills and ability to deal tactfully and effectively with the public, including vulnerable populations including those who are homeless, on low income, struggling with alcohol and /or drug addiction, or with physical or mental health issues
• Demonstrated ability to handle a high volume of work with frequent interruptions
• Experience providing customer service
• Experience working with vulnerable populations is an asset

A Police Record Check is a requirement of this position. A clearance requires the absence of any criminal charges or convictions related to this position.

Business Unit/Department: Arts, Culture & Community Services