Office support clerk III – social policy
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 Community Service Department champions artistic expression and cultural diversity in Vancouver. It provide grants, programs, and support to local artists and organizations, fostering a vibrant arts community. By engaging residents and promoting inclusivity, it enhance cultural experiences and community cohesion, making Vancouver a thriving cultural hub in the global market. 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 – social policy
No of Vacancies: 3
Salary: $29.2 – $34.3 hourly
Employment Type: Temporary/Full Time
Affiliation:Â CUPE 15 Non Pks
Unit: 1200
Location: 453 W 12th Ave, Vancouver, BC V5Y 1V4, Canada
Requisition ID:Â 41371
Requirements:
Languages: Candidates must have knowledge of the English Language
Education:Â Candidates should have completion of 12th Grade
Experience: Candidates should have considerable experience in the relevant field
Physical Requirements:
- The candidates should be proactive and capable of working independently within their duties or responsibilities to identify areas that require added attention or change
- The candidates should have the ability to work under pressure, establish work priorities, multi-task, and develop and maintain effective work procedures and processes. They must also be able to manage multiple competing responsibilities and tight deadlines
- The candidates should demonstrate the ability to understand and effectively carry out complex oral and written instructions
Other Requirements:
- The candidates should have a background in commercial and administration subjects, supplemented by courses and experience in moderately complex administrative work, or an equivalent combination of education, training, and experience
- The candidates should possess excellent communication, interpersonal, and organizational skills
- The candidates should demonstrate intermediate to advanced working knowledge of Word, Excel, and Outlook. They should also have the ability to navigate the internet for research purposes and be willing to learn other grant management software and knowledge of SAP and SharePoint
- The candidates should be familiar with specific CoV records management systems such as Vanrims and VanDocs
- The candidates should have considerable knowledge of modern office equipment including voicemail, scanners, and multi-purpose photocopying machines
- The candidates should have thorough knowledge of business English, spelling, punctuation, and business math and knowledge of community issues such as social, housing, development, and licensing issues
- The candidates should be able to establish and maintain effective working relationships with staff from various civic departments and representatives of outside agencies
- The candidates should be proficient in recording, compiling, and drafting standard business reports, correspondence, and meeting minutes
Responsibilities:
- The candidate should be able to format and proofread Council Reports, announcements, application forms, guidelines, emails, and other standard grant-related correspondence and maintain a database using the Grant Management System, design queries to generate statistical or analytical reports, and design forms with comments and conditions
- The candidate should be able to support all administrative aspects of multiple grant streams and prepare monthly reports of RTS (Report Tracking System) information and create and edit grant application and criteria forms in Word and other software or grant management systems
- The candidate should be able to maintain conditions and key milestones, working with planners to ensure conditions are met and prepare application invitations (hard or soft copy), monitor grant application intakes managing the VanApply email account photocopy, check for completeness of required attachments, follow up, and communicate with applicants
- The candidate should be able to use SAP to create new order numbers, initiate the release of grant funding, process payments (cheques and Electronic Fund Transfers), manage vendor information, and perform other related functions and provide support to Council Reports authors on VanDocs and SharePoint activities, ensuring submission deadlines are met, and contributing contents or data for appendices
- The candidate should be able to take a proactive approach to monitoring and updating divisional intranet websites to ensure they contain up-to-date and timely information, liaising with IT Web Services to maintain content and assist with the administration of grants budget, coordinating with Planners and Financial Services to maintain up-to-date budgets, including payments to-date, remaining balances, and total budget per stream
- The candidate should be able to maintain and manage department mailboxes on a regular basis and coordinate with Financial Services and ACCS to prepare the year-end carry forward for unpaid grants and and maintain a Social Policy grant Outlook calendar to ensure planners are informed of key grant dates application deadlines and grant payments
- The candidate should be able to organize all grant meetings, events, and workshops, from booking venues or conference rooms to preparing materials, providing supplies, placing catering orders, and cleaning up
- The candidate should be able to take meeting minutes and notes for key events such as grant deliberations and other meetings involving City staff and members of the public, and respond to 311 queries related to grants
- The candidate should be able to provide backup support for other OSC III and admin team absences and liaise with the public to answer basic questions related to grant application deadlines and processes, forwarding more complex inquiries to planners
- The candidate should be able to act as the primary backup for Grant Administration and be a subject matter expert in GMS (Grants Management Systems) and perform other duties and responsibilities and support project-related administrative tasks and provide clerical support for multiple grants and award streams from implementation to debrief cycle
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.
We thank all the applicants for showing their interest and trust in us, however, only the most eligible candidates will be selected and conducted for further procedure directly from employers, in between no charges/fees or original documents will be asked from any applicant. All the best!