Office support clerk III

City of Vancouver’s Arts Culture Community Service Department is inviting applications from suitable candidates for the position of Office support clerk III. City of Vancouver’s Arts, Culture, and Community Services Department plays a vital role in enriching the city’s cultural landscape. It offers a diverse range of programs and services, fostering the growth of local arts and culture through grants, public art initiatives, and community-based projects. The department works to create accessible spaces for artistic expression and cultural exchange, while also supporting underserved communities. The candidates selected for the vacancy will be required to start the work as soon as possible.

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Job Description:

Employer Name: City of Vancouver
Department: Arts Culture Community Service
Position: Office support clerk III
No of Vacancies: 2
Salary: $29.20 – $34.30 hourly
Employment Type: Temporary/Full Time
Unit: 1200
Affiliation: CUPE 15 Non Pks
Location: Vancouver, BC
Shift: 1 to 4 days a week
Requisition ID: 42703

Requirements:

Languages: Candidates must have knowledge of the English Language
Education: Candidates need standard educational qualifications such as a Secondary (high) school graduation certificate or equivalent experience
Experience: Candidates should have considerable experience in the relevant field

Physical Requirements:

The candidates should be able to understand and effectively follow complex oral and written instructions
The candidates should be capable of establishing and maintaining effective working relationships with various civic departments and external agencies
The candidates should be proactive and capable of identifying areas that require attention or change within their duties
The candidates should have the ability to work under pressure, manage multiple competing priorities, and meet tight deadlines while maintaining effective work procedures
The candidates should be skilled in drafting standard business reports, correspondence, and minutes

Other Requirements:

The candidates should possess excellent communication, interpersonal, and organizational skills, allowing them to effectively interact with colleagues, external agencies, and the public
The candidates should have intermediate to advanced proficiency in Microsoft Word, Excel, and Outlook, along with the ability to navigate and perform research on the World Wide Web. They should also have the ability to learn new grant management software
The candidates should have working knowledge of SAP and SharePoint, with a familiarity with specific CoV records management systems like Vanrims and VanDocs
The candidates should have considerable knowledge of modern office equipment, including voicemail, scanners, and multi-purpose photocopying machines
The candidates should demonstrate thorough knowledge of business English, spelling, punctuation, and basic business math
The candidates should have knowledge of community issues social, housing, development, and licensing issues)

Responsibilities:

The candidates should be able to format and proofread various documents including Council Reports, announcements, application forms, guidelines, e-mails, and other standard grant-related correspondence
The candidates should be able to provide support to Council Report authors on VanDocs and SharePoint activities, ensuring submission deadlines are met and contributing content or data for appendices and prepare monthly reports of RTS (Report Tracking System) information and support all administrative aspects of multiple grant streams
The candidates should be able to create and edit grant application forms and criteria using Word and other software or grant management systems and prepare application invitations, manage grant application intakes, ensure completeness of required attachments, and communicate with applicants
The candidates should be able to maintain a database using Grant management systems, design queries to generate statistical or analytical reports, and design forms with comments and conditions and maintain conditions and key milestones, working with planners to ensure conditions are met
The candidates should be able to use SAP for creating new order numbers, processing payments, managing grant funds, and handling other financial functions related to grants and coordinate with Financial Services and ACCS to prepare year-end carry forward reports for unpaid grants
The candidates should be able to assist in the administration of grants budgets, ensuring up-to-date tracking of payments, balances, and total budgets per stream and proactively monitor and update the divisional intranet websites, ensuring timely and accurate content, and liaising with IT Web Services
The candidates should be able to develop and maintain a grant Outlook calendar to inform planners of key grant dates and manage and maintain department mailboxes on a regular basis and organize grant-related meetings, events, and workshops, including venue booking, material preparation, and catering coordination and liaise with the public to answer basic questions related to grant applications and forward complex inquiries to planners
The candidates should be able to take meeting minutes and notes for key events, including grant deliberations, and respond to 311 queries related to grants and provide backup support for other administrative staff and assist with project-related administrative duties
The candidates should be able to act as the primary backup for Grant Administration and serve as a subject matter expert in GMS – Grants Management Systems and VanApply and perform other duties and responsibilities

How to apply:

If the position is fit for you and the basic requirements are fulfilled then you can now apply directly to the employer (along with your resume) through the below-mentioned details.

Apply Online