Requisition ID: 23668
Located on the traditional, ancestral and unceded lands of the Musqueam, Squamish, and Tsleil-Waututh, Vancouver consistently rank as one of the world’s most livable cities. The City of Vancouver has a commitment to becoming a City of Reconciliation, and 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.
Main Purpose and Function
The position manages all office and administration functions of a front line operations office and provides program support and accounting oversite of client services and administers the rent supplement program. Works with the Director and staff as needed by providing administrative and clerical support.
Reporting to the Director of Homelessness Services – Community Service, this position works within a team of 25 and with other City departments such as Finance, Engineering, Parks and Communications. The position will liaise with internal and external contacts as needed including Vancouver Coastal Health and BC Housing and multiple non-profit service providers. Supervises one position performing administration duties.
Specific Duties / Responsibilities
- Arrange meetings with outside government departments such as Vancouver Coastal Health and BC Housing as well as with multiple shelter and outreach non-profit providers.
- Support the administration and disbursement of rent supplement payments to landlords of low income tenants. Verify ongoing tenancy, confirm continued need for rent supplements, ensure that rent supplements are delivered in a timely way, and apply policy and investigate discrepancies to determine and recommend solutions to the program coordinator and/or the Director as needed. Maintain and manage financial bank account for reimbursements.
- Support SAP functions that include but are not limited to; journal vouchers, invoice processing, creation of shopping carts for contracts, maintains records of project funding by City (such as HAW grants to community agencies and Tenant Improvement arrangements to Temporary Shelters etc.
- Prepare information for public consumption in cooperation with City of Vancouver Communications related to community meetings and notices of work being undertaken by Homelessness Services such as the Warming Centres and new shelter provision.
- Responsible for creation of notices and documents and the dissemination of information related to the work of the Homelessness Services division to partners and the public as it relates to available services especially during emergencies such as extreme weather or shelter evacuations etc.
- Support admin functions including recording entries related to P-Cards in SAP and receiving and recording receipts for petty cash on a monthly basis
- Correlate simple statistical information collected in the course of research carried out by the Homelessness Outreach Team using Excel or other accessible research tools.
- Prepare a variety of statistical and narrative reports and statements, as requested.
- Support the Homeless Count in the following areas:
- Assist in the creation and preparation of materials for volunteers and for the volunteer trainings
- Distribute recruitment letter and application form to volunteers
- Prepare and print training information packages for 1000 volunteers
- Order supplies, including food and coffee for training session as directed by the Planner responsible
- Prepare count packages for 1000 volunteers
- Organize storage and office space relevant to the count
- Conduct orientation to city policies and procedures for new staff in a 30+ staff office with multiple auxiliaries and regular turnover of departmental staff.
- Assigns and reviews the work of a position performing administration tasks.
- Develop administrative departmental procedures and provide advice on administrative matters to departmental staff including facility supervisors.
- Support payroll functions for homelessness team and warming center team (seasonal).
- Support recruitment functions for the team that include, creation of requisitions in Success Factors, arranging position numbers, offer letters etc.
- Maintain and oversee filing in VanDocs for the team.
- Perform other related work as required.
- Any other related admin tasks that arise
Minimum Qualification Requirements
Education and Experience:
- Completion of Grade 12, supplemented by or including courses in commercial subjects and bookkeeping.
- Considerable related experience as an Office Support Clerk III, or an equivalent combination of training and experience.
- Considerable working knowledge of VanDocs, Microsoft Office, and SAP is an asset.
- Working knowledge of behaviors of, and issues related to, Homeless clients in a front line street front office is an asset.
Knowledge, Skills and Abilities:
- Thorough knowledge of policies which pertain to the work of the department and of departmental objectives, practices and programs.
- Working knowledge of the rules and regulations which govern activities in the department.
- Thorough knowledge of business English, spelling, punctuation and arithmetic.
- Considerable knowledge of office methods, practices and procedures.
- Working knowledge of administrative practices related to purchasing, personnel management, budget estimates and control and accounting.
- Ability to establish work priorities and develop work procedures.
- Ability to maintain accurate records manually or using software applications.
- Ability to understand and effectively carry out complex oral and written instructions.
- Ability to manipulate database information to draw meaningful correlations and reports.
- Ability to compile and draft reports and correspondence.
- Ability to establish and maintain effective working relationships with staff of various other civic departments and representatives of outside agencies.
- Ability to communicate tactfully on behalf of the City with landlords of tenants receiving rent supplements.
- Ability to plan work of and supervise other junior staff.
- Attention to detail and excellent oral and written communication skills
Business Unit/Department: Arts, Culture and Community Services (1200)
Affiliation: CUPE 15 Non Pks
Employment Type: Temporary Full Time
Position Start Date: March, 2021
Position End Date: 11/26/2021
Salary Information: Pay Grade GR-017: $27.45 to $32.25 per hour
Application Close: February 14, 2021
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, LGBT2Q+ 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. To be considered for this exciting and impactful career opportunity with a generous benefits package, please apply on our careers site.
We thank all applicants for their interest, however, only those selected for an interview will be contacted.
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