Office Support Clerk III

Main Purpose and Function

The 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 Waterworks shut-off valve key / jumper hose to members of public / contractors (involves administration of paperwork, receipt of deposit).
• Monitors and maintains inventory of office supplies and stationery, adhering to standards of the City’s Ethical Purchasing Policy.

Tracks costs and expenses, makes recommendations to management on cost saving measures.

• Receives and distributes interoffice and Canada Post mail; coordinates courier orders for all Branches.
• Maintains access to the admin building keys. Includes key log recording (janitorial / security / stakeholders access).
• Maintains the Compass Card Loaner Program and laptop / projector equipment sign-out for staff.
• Registers and distributes parking passes for vehicles.
• Enters data of inspection documents for Sewer Operations, Water Operations and Sanitation Branches.
• Prescription Safety Glasses reimbursement for employees.
• Provides administrative support for department or division special events (i.e. United Way) as requested and in collaboration with other administrative roles.
• Provides back up, when required, to Yard Operations Coordinator and Contracts Coordinators as outlined in the position descriptions.
• Other duties / responsibilities as assigned.

Qualifications

Education and Experience :

• Completion of the 12th school grade supplemented by courses in technical writing, word processing and sound related experience.
• Experience working in MS Word, Excel, PowerPoint.SAP and Sharepoint experience an asset.

Knowledge, Skills and Abilities :

• Thorough knowledge of business English, spelling, punctuation and arithmetic.
• Considerable knowledge of modern office practices and procedures.
• Skill in typing rapidly and accurately.
• Sound knowledge and skill in MS programs and SAP.
• Ability to deal effectively with staff and the public by providing information and assistance which may involve assessment and making decisions requiring explanation of applicable rules and regulations.
• Sound organizational skills.
• Ability to maintain confidentiality in meetings and when answering enquiries.
• Ability to compile, draft and maintain correspondence, spreadsheets, reports, presentations and minutes.
• Ability to work well under pressure, handle multiple tasks and changing priorities with tight time frames.
• Ability to prioritize and organize work, handle multiple assignments, and meet deadlines.
• Ability to work independently and collaboratively within a team environment.
• Ability to evaluate work methods and procedures and make recommendations for appropriate changes.

Business Unit / Department : Engineering Services (1300)