Job Description

Requisition ID: 37985

Company

Located on the traditional, ancestral and unceded lands of the x\xca\xb7m\xc9\x99\xce\xb8k\xca\xb7\xc9\x99y\xcc\x93\xc9\x99m (Musqueam), S\xe1\xb8\xb5wx\xcc\xb1w\xc3\xba7mesh (Squamish), and s\xc9\x99lilw\xc9\x99ta\xc9\xac (Tsleil-Waututh) Peoples, Vancouver has a commitment to becoming a City of Reconciliation. Vancouver consistently ranks as one of the world\xe2\x80\x99s 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

Reporting to the Administrative Coordinator, Social Policy and Projects, this position will work independently as well as collaboratively within the Non-Profit and Community Capacity Building Team to perform moderately complex and varied clerical and accounting work. This position performs 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.

This position is also the primary backup for Grant Administration and subject matter expert in GMS \xe2\x80\x93 Grants Management Systems.

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 and projects
• Creates and edits grant application and criteria forms in Word and/or in other software/grant management systems
• Prepares application invitations, monitors grant application intakes, e.g. managing the Social Policy Grants e-mail account, photocopying, checking for completeness of required attachments, following up and communicating with applicants; Maintains a database (MS Access, MS Excel or other software/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), processes 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
• Monitors and updates the Social Policy Grant websites to ensure that they contain up to date and timely information, and liaises with IT Web Services to maintain content
• Develops and maintains a Social Policy 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 transcribes 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 clerical support for multiple grants and award streams from implementation to debrief cycle
• Acts as the primary Departmental Time entry duties, checking staff quotas, maintaining attendance book; producing and filing time entry reports
• Keeps a variety of records such as project processes, histories, statistical information, documents, contract information, and other specialized project records.
• Reviews statements, invoices, licenses, submission records, reports and supporting data for accuracy, completeness and conformance with departmental procedures.
• Provides administrative support by answering calls, 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 a database, follow-up with vendors, completing and submitting requests for service forms, and tracking contracts and payments using a variety of computer software and databases.
• Develops and maintains project files, codes and indices necessary for the organization and categorization of diversified and complex paper and virtual files. Advises and assists Project Lead on contract or payment issues, discrepancies, deadlines, etc. and is responsible for following up to secure appropriate information to effect necessary adjustments
• Provides backup support for other clerical team whenever absences coverage as required
• Performs other duties/responsibilities as assigned.

Qualifications
Education and Experience:

Completion of Grade 12, including or supplemented by courses related to commercial business and administration and sound related experience or equivalent combination of education, training and experience.

Knowledge, Skills and Abilities:

• Thorough knowledge of business English, spelling, punctuation, and business math is required
• Knowledge of modern office equipment (e.g. voice-mail, scanners, multi-purpose photocopying machines, laptops, projectors, etc.) is required
• 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
• Advanced knowledge of software programs such as MS Office Suite (Word, Excel, Outlook, and PowerPoint)
• Working knowledge of SAP, Sharepoint and the City\xe2\x80\x99s Procurement Policy as it relates to contracting and invoice
• Excellent communication, interpersonal and organizational skills are a necessity, as this position requires written, telephone, and tactful in-person interaction with team members and the public;
• Strong organizational skills and the ability to prioritize work assignments in order to meet multiple deadlines.
• Ability to work with accuracy and attention to detail.
• Ability to understand and interpret oral and written instructions and communicate effectively both verbally and in writing.
• Ability to establish and maintain effective working relationships with staff of various civic departments and representatives of outside agencies;
• Ability to work proactively and independently within the duties/responsibilities to identify areas that need added attention or change;
• Ability to work under pressure and establish work priorities, to multi-task, and to develop and maintain effective work procedures and processes
• Familiarity with specific CoV records management systems (eg: VanDocs and VanRims) will be an asset.
• Ability to work independently and collaboratively as part of a team.

Where operationally appropriate and subject to change, the City of Vancouver has a Flexible Work Program. This program allows staff to work remotely 1 \xe2\x80\x93 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\xe2\x80\x99s 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: Arts, Culture and Community Services (1200)

Affiliation: CUPE 15 Non Pks

Employment Type: Temporary Full Time

Position Start Date: March 2023

Position End Date: February 2024

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

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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. 5-10mins. 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.

City of Vancouver