Office Support Clerk III (DAC and Recreation Urban Park Activation)

Main Purpose and Function

The Office Support Clerk III (OSCIII) is responsible for providing a wide variety of administrative and clerical support functions to the Park Board’s Decolonization, Arts & Culture Department and Recreation Community Development teams, which includes senior managers, planners, supervisors, coordinators and programmers.

Primary responsibilities include overseeing accounting processes including managing vendors and contracted service provider sign-on; processing and tracking invoices, work orders and shopping carts; coordinating meetings including arranging meeting logistics and supplies, maintaining invitations and distribution lists, and drafting meeting minutes; maintaining departmental records and records management systems; supporting departmental hiring and onboarding functions; supporting departmental payroll including time entry; providing general administrative and office support, and other duties as required.

Specific Duties/Responsibilities
• Responds to 311 call enquiries and completes the appropriate reporting and work order forms.
• Cascades communication from the Management team to staff as directed.
• Manages the organization charts.
• Maintains Manager of Decolonization, Arts & Culture’s calendar and monitors correspondence and email, arranges meetings, and makes travel arrangements and training registrations for the Decolonization, Arts and Culture and Recreation Community Development groups, including the interdepartmental Team UP staff platform.
• Assists in the preparation and formatting of presentations and other documents using the appropriate Microsoft Office software programs and using appropriate departmental formats and templates.
• Reconciles reimbursements and expenses including petty cash, and daily expense processes.
• Provides administrative support for department or division special events as required and in collaboration with other administrative roles.
• Schedules meetings, including site visits and interdepartmental working meetings such as Team UP.
• Takes meeting minutes, including at interdepartmental working meetings such as Team UP.
• Performs general administrative support for department’s communication needs.
• Supports and manages department filing system.
• Requests IT and security access for new staff and staff changes.
• Assists with new employee onboarding and orientation as required.
• Requests and administers cell phones and accessories for new staff per policy and as approved.
• Reviews and validates Time Entry reports, ensuring that they meet time entry standards and forwards for approval to Managers.
• Other duties/responsibilities as assigned.

Minimum Qualification Requirements
Education and Experience:
Completion of Grade 12, supplemented by courses in administration and/or job related courses together with sound related experience, or an equivalent combination of education, training and experience.

Knowledge, Skills and Abilities:
• Thorough knowledge of business English, spelling, punctuation and math.
• Considerable knowledge of office procedures and skill in the operation of office equipment and technology.
• Sound knowledge of the applicable rules and regulations which govern departmental activities.
• Knowledge of the principles and practices for maintenance of office records and filing.
• Ability to manage and enter large amounts of data accurately and efficiently.
• Skilled at responding to public enquiries and handling difficult situations tactfully, professionally and effectively.
• Ability to interpret and explain policies, rules, regulations and processes.
• Ability to work under pressure and prioritize work to meet deadlines.
• Ability to understand and interpret oral and written instructions.
• Work effectively independently and in a team environment.
• Good organizational skills.
• Ability to handle a varied workload in a busy environment with frequent interruptions.
• Ability to evaluate work methods and procedures and make recommendations for appropriate changes.
• Skill in typing (keyboarding) rapidly and accurately where applicable to the position.
• Proficiency using business software (e.g. SAP, CACS, VanDocs) & MS Office (Word, Excel, Outlook, Teams)
• Graphic design an asset but not required
• Driver license an asset but not required

Business Unit/Department: Board of Parks & Recreation (1400)