Office Support Clerk Iii - Records & Dispatch

Requisition ID: 38894

Organization

Located on the traditional, ancestral and unceded lands of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) Peoples, Vancouver has a commitment to becoming a City of Reconciliation. Vancouver consistently ranks as one of the world’s most liveable cities and is working towards being the greenest city in the world. Named among Canada's Top 100 Employers, BC's Top Employers, and Canada's Greenest Employers, the City of Vancouver seeks colleagues who can help shape and embody our core commitments to sustainability, decolonization, equity and outstanding quality of life for all residents.

Consider joining our committed team of staff and being part of an innovative, inclusive and rewarding workplace.

Main Purpose and Function

The Sewer Operations Records Clerk works within a team of Records Clerks and Dispatchers assisting and supporting the Sewer Records Clerk III with maintaining work orders and asset data for the water and sewer utility infrastructure; providing related information to field crews, Superintendents and the public; and providing backup coverage for other Records and Dispatch clerical positions when required.

The position reports to the Water & Sewer Records Supervisor. Internally the position works closely with the Records Clerk III, Dispatcher, Permit Coordinator, Superintendent I’s and all other Sewer Operations staff. The position works with the public and external stakeholders when required.

Specific Duties And Responsibilities

• Researches and prepares accurate underground utility location packages for field crews in a timely manner.
• Maintains a large volume of records and files, both manual and electronically.
• Provides sewer infrastructure, utility and work order information to field crews, Superintendents, other City staff and the public upon request.
• Provides training and assistance to other employees when required.
• Updates and maintains accurately work order and asset data in computer systems such as Hansen or Posse.
• Other duties/responsibilities as assigned.
• Prepares, processes and maintains various forms and documents for internal/external communications.
• Identifies, document and implement work process improvements, standardized forms and manuals.
• Handles a large volume of phone calls with external customers to schedule appointments to conduct sewer line maintenance work.
• Creates work orders and SAP networks used by crews for job costing.
• Provides backup coverage for other Records and Dispatch clerical positions when required.

Qualifications

Education and Experience:

Completion of Grade 12 including or supplemented by courses in business, communications, adult education, or other related fields and sound related experience in an administrative environment which required providing a wide range of customer service functions and scheduling preferred.

Knowledge, Skills And Abilities

• Skill with Hansen, Posse, VanMap, SAP and other asset management software.
• Ability to organize time efficiently and prioritize tasks according to operational needs.
• Ability to deal professionally with the public and other staff and represent the City by providing information and assistance which may involve making decisions requiring explanation of applicable rules and regulations.
• Ability to work independently and take action in solving problems while exhibiting sound judgment.
• Good attendance is of operational importance.
• Considerable knowledge of modern office practices and procedures.
• Ability to work as an effective team member with other staff.
• Sound knowledge of departmental and other policies, regulations, rules, procedures and practices that relate to the position occupied or which govern worksite activities and employee behaviour.
• Thorough knowledge of business language, grammar, spelling, punctuation and arithmetic.
• Ability to communicate effectively both orally and in writing and to prepare non-routine reports, correspondence and memoranda related to the work.
• High attention to detail.
• Proficiency in software programs including Microsoft Office (Outlook, Word, Excel).

The City’s COVID-19 vaccination policy is currently suspended and as a result, vaccination against COVID-19 is not required at this time. However, should circumstances change and the City deem it necessary to re-introduce such policy, you may be required to provide proof of vaccination against COVID-19 in order to be eligible to continue performing your duties.

Business Unit/Department: Engineering Services (1300)

Affiliation: CUPE 15 Non Pks

Employment Type: Temporary Full Time

Position Start Date: July, 2023

Position End Date: December, 2023

Salary Information: Pay Grade GR-015: $26.87 to $31.56 per hour

Application Close: July 2, 2023

At the City of Vancouver, we are committed to recruiting a diverse workforce that represents the community we so proudly serve. Indigenous peoples, people of colour, 2SLGBTQ+ persons including all genders and persons with disabilities are encouraged to apply. Accommodations will be provided upon request during the selection process. Learn more about our commitment to diversity and inclusion.

Before you click Apply now

Once you start your application you can save your work and leave the applications page, however please remember to submit your profile to the specific job requisition before the posting closing date.

In addition to uploading your cover letter and resume, part of the application process may include answering application questions related to the preferred requirements of the role which may take approx. 5-10 minutes. Cover letters should express interest and highlight additional information relevant to the position and resumes should include a summary of skills and experience related to the position.