Office Support Clerk III; Auxillary

Requisition : 47518

Vancouver is consistently ranked as one of the world’s most liveable and environmentally sustainable cities. Recognized among BC’s Top Employers and Canada’s Greenest Employers, the City of Vancouver is seeking colleagues who can help advance our core commitments to exceptional public service, sustainability, equity, and an outstanding quality of life for all residents.

With a strong commitment to being a City of Reconciliation, we invite you to join our dedicated team and become part of an innovative, inclusive, and engaging workplace. A career with the City of Vancouver and within the broader public service, offers meaningful work where you play a key role in ensuring equitable access to services, upholding ethical governance, and supporting the needs of citizens with integrity and dedication.

The Gathering Place is a Community Centre located in Vancouver's Downtown South. The Centre provides programs and services to vulnerable populations including those who are homeless, on low income, struggling with alcohol and /or drug addiction, or with physical or mental health disabilities.

The Office Support Clerk III reports to the Senior Coordinator of Administration and provides clerical and administrative support services to the Gathering Place management, staff and patrons. This position also provides frontline service to the patrons who access Gathering Place programs and services. The Office Support Clerk III uses sound knowledge of City of Vancouver administrative practices & procedures and is proficient in using Microsoft Office, SAP and Vandocs.

While work is normally performed in accordance with established procedures and under the supervision of the Coordinator of Administration, the Office Support Clerk III exercises some independent judgement and initiative in planning the priority of task within established work cycles and procedures. Difficult or unusual problems are referred to a supervisor.

• Completes time entry bi-weekly, runs appropriate time entry reports, check against source documents, print final reports for review and files with source documents as per established process.
• Counts Centre and Kitchen cash and prepares bank deposits for the armored car pick up
• Reconciles Centre, Kitchen, and Association petty cash funds and coordinates replenishment when required
• Payroll, e-pay, IT, and union setup for new, returning or transferred employees
• Tracks safety orientation sign-off sheets for new EE’s, scans and stores in Van Docs
• Scans and confirms goods received for invoices submitted for payment, and sends to AP Central for processing
• Purchase online supplies using P2P process, as directed
• Site coordinator for purchasing cards, submits applications for new cards, changes to existing cards, distributes statements, receives statements with receipts, enters account changes
• Guides set up process to create new vendors in SAP and maintain list of Gathering Place vendors in Van Docs
• Processes GR/SE sheets in SAP for goods and services received
• Provides administrative support to different programming areas including designing and generating meals vouchers, sign-up sheets, posters, running cost centre reports, taking minutes for meetings, uploading documents to Van Docs, transferring records to Iron Mountain
• Assists in centre procurement processes including collecting supporting documents and initiating shopping carts under the direction of management and in compliance with P2P processes
• Provides administrative assistance to the Centre’s Advisory Board including taking minutes for meetings and creating meeting packages.
• Provides back up and relieves reception desk staff…