About the role
- Office Support Clerk supporting Vancouver’s homelessness services through project records, invoices, databases, and community engagement coordination. Fully on-site client-facing administrative work.
Responsibilities
- Provide varied and challenging clerical support for the Homelessness Services Division
- Proactively support administrative aspects of multiple projects
- Take meeting minutes and transcribe notes for meetings and project workshops
- Develop and maintain complex paper and virtual project files, codes and indices, including quarterly audits
- Liaise with community and public agencies to exchange information supporting client-focused work
- Oversee secure storage and processing of personal documents for more than 5,000 clients and communicate information to appropriate government agencies
- Provide administrative assistance to Planner II, HRO II and HRO I staff, including photocopying, faxing and large mail-outs
- Create and maintain databases and prepare periodic reports using MS Excel
- Maintain project, statistical, contract, process and other specialized records
- Prepare, format and proofread correspondence, emails, announcements, records, minutes and project communications
- Review statements, invoices, licenses, submissions, reports and supporting data for accuracy and compliance with procedures
- Answer and screen calls and process confidential information
- Organize community engagement meetings, events and workshops, including venues, materials, supplies, catering and cleanup
- Post, maintain, reconcile and balance project invoices; track vendors, service requests, contracts and payments using software and databases
- Provide backup support for other clerical positions during absences
- Perform other assigned duties
Requirements
- Completion of 12th Grade preferable, including or supplemented by courses in commercial and administration subjects, software applications including Excel and PowerPoint, and sound related experience, or equivalent combination of education, training and experience
- Advanced knowledge of MS Office Suite (Word, Excel, Outlook, and PowerPoint)
- Some knowledge of behaviours and issues related to homelessness
- Thorough knowledge of business English, spelling, punctuation and business math
- Knowledge of modern office equipment
- Excellent communication, interpersonal and organisational skills
- Strong organizational skills and ability to prioritize work assignments to meet multiple deadlines
- Ability to work accurately and with attention to detail
- Ability to understand and interpret oral and written instructions and communicate effectively verbally and in writing
- Ability to establish and maintain effective working relationships with civic department staff and outside agencies
- Ability to work proactively and independently, identify areas needing added attention or change
- Ability to work under pressure, establish priorities, multitask, and develop and maintain effective work procedures and processes
- Ability to work independently and collaboratively as part of a team
- Working knowledge of SAP and the City’s Procurement Policy as it relates to contracting and invoices
- Municipal government background and knowledge of community issues is an asset
- Knowledge of project management software such as MS Office Project is an asset
- Familiarity with CoV records management system VanDocs is an asset
Benefits
- Accommodations will be provided upon request during the selection process
- Auxiliary/casual employment arrangement
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No Education Requirement
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