Requisition ID: 38043

Company

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 Clerk III is responsible for providing administrative support to both the Solid Waste Programs Branch and Solid Waste Strategic Services with specific focus on Neighbourhood Cleanup Programs (NCP) as well as program promotion through social media posts and other online campaigns. Duties include administrative/clerical tasks associated with meetings, reports and presentations, data entry, invoicing and purchasing, NCP program materials deliveries and retrieval, hardcopy and electronic filing, maintaining manuals containing standard operating and safe work procedures, answering public inquiries, and drafting social media posts and public webpages.

The Clerk III reports to both the branch manager and a senior engineer from Solid Waste Programs and assists staff in the Branch as required, and will also liaise with other City Departments, volunteers, and members of the public.

This position will be based out of the Marine Gateway office; however, the successful candidate will be required to travel frequently within Vancouver to different sites and as operationally required.

Specific Duties and Responsibilities

• Administrative/logistics support for Neighbourhood Cleanup Programs (NCP):
  • Coordinates packing and unpacking, delivering and retrieving, and picking up and dropping off of cleanup supplies by volunteers;
  • Prepares and maintains program inventory, databases and activity records.
  • Answers emails and calls from the public related to the neighbourhood cleanup programs;
  • Compiles post cleanup reports submitted by volunteers;
  • Drafts content and graphics, coordinates review by senior staff, and submits content to be published on the City’s social media accounts to promote NCP
  • Provides program information and periodic status check-ins to volunteer groups; attends and helps coordinate events including providing program administrative assistance to NCP Block Captains, Business Improvement Associations (BIA’s), Community Policing Centres, and corporate groups.
  • Coordinates and leads City hosted cleanup events including meeting and interacting with the attending volunteers, ensuring safety procedures are followed during events, handing out and retrieving equipment, tracking metrics during the event
  • Assists with coordination of NCP Kickoff and Recognition Events.
  
  

• General branch zero waste administrative duties:
  • Supports the Branch Managers and staff by completing administrative tasks associated with attendance records, driver’s records, vehicle renewals, performance reviews, journal and membership renewals.
  • Updates and maintains time entry spreadsheet and reconciles phone and Modo plan billing; coordinates mail-outs and distribution of program materials. Provides support for meetings including Outlook bookings, preparation of agendas and handouts, records and distributes minutes, and tracks action items.
  • Completes, circulates and files briefing notes; assists with formatting Council reports, presentations and letters over signature of senior staff and supports authors with SharePoint process and coordinating concurrence comments.
  • Assists project staff with periodic data compilation and entry using MS Office or other computer applications; assists with invoice payments, shopping cart requests, and completing statements of daily expenditures.
  • Assists with onboarding new hires such as coordinating new hire workstation and phone lines; manages branch hardcopy and VanDocs files; coordinates administrative aspects of branch training such as registrations, requests and training claim forms, tracking training history.
  • Updates and maintains branch safety, standard operating and employee orientation materials;
  • Development and ongoing management of the internal Solid Waste Programs branch Sharepoint site to ensure information shown are up to date;
  • Supports other branches in the Solid Waste Management & Green Operations Division with development of their internal Sharepoint sites;
  
  

• Outreach Programs Duties:
  • Drafts periodic newsletter to promote and sustain interest of NCP; coordinates review of draft content by other staff; tracks and reports social media metrics related to the newsletter;
  • Drafts social media content and graphics related to various solid waste programs, coordinates with Corporate Communications to publish content on the City’s social media accounts, maintains an annual schedule to keep track of posts and campaigns to be published on the City’s social media accounts ;
  • Reviews existing content on the City’s Solid Waste public webpages, drafts new content as required, coordinates review of content by other staff, and submits finalized contents to be published on the public webpages;
  • Assists in implementing new outreach programs led by other staff such as the zero waste ambassador program;
  • Attends in person outreach events to provide education to the public on waste reduction initiatives, including but not limited to recycling & reuse drop-off events, hosting tables at special events, etc;
  • Assists in identifying short and long term strategies/initiatives to reduce street litter, such as disposable masks and cigarette butts;
  • Acts as facilitator to assists other staff during online meetings and presentations
  • Participates in the Engineering Diversity and Inclusion (D&I) Program to assist in advancing diversity and inclusion in the Engineering Department; explores and seeks opportunities to increase diversity, inclusivity and equality in solid waste programs outreach and engagement with both internal and external stakeholders and the general public
• Other duties/responsibilities as assigned

Qualifications
Education and Experience:

• Completion of grade twelve supplemented by courses in accounting, MS Office, records management, or an equivalent combination of training and experience.
• Related clerical experience, experience in data entry and field experience including experience in dealing with the public, preferably in an education and outreach capacity is preferred

Knowledge, Skills and Abilities:

• Working knowledge of SAP, VanMap and VanDocs
• Working knowledge of correct punctuation, grammatical usage and a good vocabulary for preparation of business letters, meeting minutes, reports and related correspondence
• Working knowledge of the principles and practices of office record keeping
• Working knowledge of conflict resolution and problem solving
• Proficient in the use of MS Office software including Word, Excel and Outlook
• Excellent organization and records management skills
• Excellent verbal and written communication skills;
• Ability to handle a large volume of work with accuracy and efficiency in an environment of frequent interruptions;
• Ability to maintain harmonious working relationships with co-workers
• Ability to confidently represent the City at public events
• Ability to provide accurate and thorough information to the public;
• Ability to work non-standard hours including evenings and weekends
• Ability to lift 25 to 50lb
• Ability to work outdoors in inclement weather
• Ability to work independently to prioritize and deal effectively with multiple tasks
• Ability to provide excellent customer service and create and maintain effective working relationships with internal and external groups
• Experience in public speaking and outreach to large group of audience is considered an asset;
• Knowledge of a second language is considered an asset;
• Knowledge about the City’s Zero Waste 2040 Plan is considered an asset;
• Experience using different online tools to create social media posts and campaign is considered an asset

Driver’s License and Record Checks:

• Applicant's transportation arrangements must meet operational requirements of the department.
• A current and valid BC Driver’s License with a safe driving record is preferred.
• The license must not include any restrictions that would affect the ability to legally and safely carry out job responsibilities

Where operationally appropriate and subject to change, the City of Vancouver has a Flexible Work Program. This program allows staff to work remotely 1 – 4 days a week from locations that are a daily commutable distance from their work at a City worksite. At this time this position is eligible to be part of the Flexible Work Program.

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: March, 2023

Position End Date: March, 2024

Salary Information: Pay Grade GR-017: $29.13 to $34.23 per hour

Application Close: March 5, 2023

At the City of Vancouver, we are committed to recruiting a diverse workforce that represents the community we so proudly serve. Indigenous applicants, people of colour, all genders, 2SLGBTQ+ 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.

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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. 5-10mins. Cover letters should express interest and highlight additional information relevant to the position and resumes should include a tailored summary of skills and experience related to the position.