Office clerk

Office Support Clerk III (AUX)Requisition ID: 47134 OrganizationVancouver 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.Main Purpose and FunctionThe Office Support Clerk III works independently and as part of the Homelessness Services Outreach team at the Homelessness Services Outreach Office (392 Powell St). This office directly serves clients experiencing and at risk of homelessness and the hours of work are fully on-site. The Office Support Clerk III position provides varied and challenging clerical support for Homelessness Services Division. The position performs moderately complex clerical work including work related to, but not limited to, co-ordinating meetings with internal and external stakeholders, processing and organizing service requests; subsequent payment of invoices; developing and maintaining accurate records for various projects, including database management. The position is required to work independently, understand procurement process, organise community engagement sessions; and categorize and maintain complex project files that support the client focused work of the Homelessness Services Outreach Team.Specific Duties/Responsibilities: Takes a proactive approach to supporting all administrative aspects of multiple projects Takes meeting minutes and transcribes notes for various meetings and project workshops consisting of City staff and/or members of the public. Develops and maintains project files, codes and indices necessary for the organization and categorization of diversified and complex paper and virtual files, including quarterly audits on individual systems to ensure effectiveness of process. Liaises with various community and public agencies on behalf of the Homelessness Services Outreach Team; obtain and exchange information to support the team?s work with clients. Oversees the secure storage and processing of personal documents including copies of personal identification for over 5000 clients, ensuring the information for processing is communicated with the appropriate Government agencies. Provides administrative assistance to Planner II & HRO II, or other HRO I staff as required, including but not limited to photocopying, faxing, facilitating large mail-outs, etc. Creates and maintains databases and prepare periodic reports using MS Excel. Keeps a variety of records such as project processes, histories, statistical information, documents, contract information, and other specialized project records. Prepares, formats, and proofreads a variety of routine correspondence, emails, announcements, records, minutes and standard project related communications. Reviews statements, invoices, licenses, submission records, reports and supporting data for accuracy, completeness and conformance with departmental procedures. Provides administrative support by answering/screening calls, and processing confidential information. Organizes community engagement meetings, events and workshops from booking venue/ conference room, preparation of material, providing supplies, placing catering orders, to clean up; Posts, maintains, reconciles and balances all project related invoices including tracking in database, follow-up with vendors, completing and submitting request for servi