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
This position provides clerical and administrative support to the staff in the Housing Review Branch.
Specific Duties/Responsibilities
- Distributes permit application plans and tracks location within permitting software
- Provides quality control to plans for permit issuance, confirming accuracy of City stamps and/or signatures
- Assists Project Coordinators by completing data entry for basic permit application in POSSE permit software, uploads electronic application documents;
- Reviews documentation submitted and issuance for accuracy;
- Uploads and removes PDFs from POSSE when revised documents are submitted
- Collects statistics and reports trends to Manager for action;
- Assists in maintaining and updating a variety of application forms, documents, departmental procedure manuals and checklists
- Creates project folders and organizes them in specific categories for assignment
- Creates Excel ad-hoc reports for various areas
- Maintains branch vacation calendar prepares time entries,
- Participates in staff meetings to review departmental procedures and provides feedback to improve them.
- Supports the Manager to explain procedural decisions/changes to Project Coordinators.Assists the Manager/Supervisor to assess and recommend future assignments for the projects to Project Coordinators based on analysis of complexity of work and employee performance.
- Picks up and distributes department mail and packages;
- Enters a variety of data into permitting software and spreadsheets
- Scans and uploads documents within the City’s permit software (POSSE);
- Maintains project statistics data base that tracks departmental communications, scanned permit drawings;
- Performs non-complex calculations such as computing processing departmental refunds to clients based on the invested hours of service.
- Provides back-up and coverage for other Office Support Clerks in Development Services;
- Answers calls from applicants regarding status of the application and directs enquiries to the assigned Project Coordinator, Supervisor and / or Manager;
- Answers calls when Manager and / or Supervisor are away from their desks;
- Provides secretarial support to one Supervisor, and one Manager in the Development Services Department, with special accommodation to the Assistant Director when needed.
- Establishes and maintains effective working relationships with a variety of internal and external contacts and provides information and assistance as required.
- Other duties/responsibilities as assigned
Minimum Qualification Requirements
Education and Experience:
- Completion of grade 12 including courses in office administration and sound related experience, or an equivalent combination of training and experience.
Knowledge, Skills and Abilities:
- Considerable knowledge of modern office practices and procedures.
- Sound knowledge of related By-laws and regulations to validate technical notes on intake package.
- Sound knowledge of departmental functions, responsibilities and activities.
- Excellent communication and customer service skills with the ability to foster and maintain effective working relationships with multiple stakeholders.
- Good organizational and problem solving skills.
- Ability to work collaboratively, and handle frequent interruptions and changing priorities in a high volume environment.
- Ability to differentiate various types of drawings and projects related to building and property development.
- Ability to deal effectively with the public and other staff by providing information and assistance which may involve making decisions requiring explanation of applicable rules and regulations
- Good knowledge of various software applications, such as MS Office; knowledge of electronic filing systems and databases such as VanDocs, POSSE and VanMap software preferred
- Knowledge of the municipal building and property development processes and procedures is an asset.
The City of Vancouver has a COVID-19 Mandatory Vaccination Policy. All external applicants applying to the City of Vancouver are required to be fully vaccinated as a condition of hire and subject to this policy as a condition of ongoing employment. Candidates may only be exempted from this requirement if they request and are approved for an accommodation based on a reason related to a Human Rights Code ground (such as disability). Such a request must be made during, not after, the recruitment process.
Business Unit/Department: Development, Buildings & Licensing (1250)
Affiliation: CUPE 15 Non Pks
Employment Type: Temporary Full Time
Position Start Date: December 2022
Position End Date: August 2023
Salary Information: Pay Grade GR-015: $26.87 to $31.56 per hour
Application Close: December 4, 2022
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.