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office clerk
Title posted on CivicJobs.ca - Office Support Clerk III
Posted on November 22, 2024 by Employer details City of Vancouver
Job details
Office Support Clerk IIIRequisition ID: 42703 OrganizationLocated on the traditional, ancestral and unceded lands of the x?m??k??y??m (Musqueam), S?wx?wú7mesh (Squamish), and s?lilw?ta? (Tsleil-Waututh) Peoples, Vancouver has a commitment to becoming a City of Reconciliation. Vancouver consistently ranks as one of the world?s most liveable and environmentally sustainable cities. 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, reconciliation, 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 This position performs works collaboratively to provide moderately complex and varied clerical and accounting work including work related to, but not limited to, the processing of grant applications, liaising with the public and communicating with applicants, grants data base and budget maintenance and recurring payments; formatting Council reports, using SharePoint and obtaining concurrences.Specific Duties and Responsibilities Formats and proofreads Council Reports, announcements, application forms, guidelines, e-mails, and other standard grant related correspondence. Provides support to Council Reports authors on VanDocs and SharePoint activities; ensures submission deadlines are met; contributes contents/data for appendices if needed Prepares monthly reports of RTS (Report Tracking System) information. Supports all administrative aspects of multiple grants streams. Creates and edits grant application and criteria forms in Word and/or in other software/grant management systems. Prepares application invitation (hard or soft copy), monitors grant application intakes, e.g. managing the VanApply e-mail account, photocopying, checking for completeness of required attachments, following up and communicating with applicants; Maintains a database using Grant management system, designs queries to generate statistical/analytical reports, designs forms with comments and conditions. Maintains conditions and key milestones and works with planners to ensure conditions are met. Uses SAP to create new order numbers, initiate release of grant funding, honorariums, track grant payments (with subject to conditions), process returned and cancelled cheques, cheque, and Electronic Fund Transfer (EFT) disbursements, recurring payment reports, vendor information, and other functions. Coordinates with Financial Services, ACCS to prepare the year-end carry forward for unpaid grants. Assists with the administration of grants budget, coordinates with Planners and Financial Services to maintain up-to-date budgets, including payments to-date, remaining balances, and total budget per stream. Takes a proactive approach to monitoring and updating the divisional intranet websites to ensure that they contain up to date and timely information, liaises with IT Web Services to maintain content. Develops and maintains a grant Outlook calendar to ensure that planners are kept informed of all key grant dates, e.g. application deadlines and grant payments. Maintains and manages department mailboxes on regular basis. Organizes all grant meetings, events and workshops from booking venue/conference room, preparation of material, providing supplies, placing catering orders, to clean up. Liaises with the public to answer basic questions related to grant application deadlines and the application process, and forwards more complex inquiries to planners. Takes meeting minutes and notes for key events such as grant deliberations and other meetings consisting of City staff and/or members of the public; responds to 311 queries in relation to grants. Provides backup support for other OSC III and other admin team absences coverage as required. Supports Project related admin support a- LocationVancouver, BC
- Workplace information On site
- Salary$29.20HOUR hourly
- Terms of employment Term or contractFull time
- Starts as soon as possible
- vacancies 1 vacancy
- Source CivicJobs.ca #99741
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