Office Support Clerk III - Accounts Payables & Time Entry

City of Vancouver; Vancouver; On-site; CAD 30,000 - 60,000; Full time

Job summary

Join a forward-thinking city government as an Office Support Clerk III, where you will play a vital role in payroll and accounts payable operations. This temporary full-time position offers a chance to work within a dynamic team, contributing to the efficiency of essential services in Vancouver. You'll engage with various stakeholders, ensuring accuracy in time entry and benefits administration while maintaining confidentiality. With a commitment to diversity and inclusion, this role provides an opportunity to be part of a supportive workplace that values sustainability and equity. If you're organized, detail-oriented, and ready to make a difference, this position is for you.

Qualifications

• Completion of Grade 12 with office administration courses and experience in payroll and accounts payable.
• Strong knowledge of modern office practices and City of Vancouver policies.

Responsibilities

• Perform time entry, payroll, and accounts payable tasks accurately and timely.
• Process vendor invoices and maintain confidential employee records.

Skills

Office Administration

Payroll Administration

Accounts Payable

Confidentiality

Organizational Skills

Interpersonal Communication

Problem Solving

Attention to Detail

Multi-tasking

Education

Grade 12

Courses in Office Administration

Tools

SAP

Excel

Word

Outlook

Job description

Office Support Clerk III - Accounts Payables & Time Entry

Requisition ID: 43158

Organization
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 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 & Function
The Office Support III Clerk position (Payroll & Payables Clerk) works within a team of Clerks, Managers and Superintendents in Water Operations, Sewers Operations, Sanitation Operations, Operations Support & Safety and Fleet Management Services at Manitoba Yard. The position performs a key role in daily operations for time entry, activity allocations, payroll and quota administration, benefits administration and accounts payables for these departments. The role includes interaction with multiple stakeholders from multiple unions, exempt staff and vendors/suppliers. The role includes working with confidential information.

Key Contacts and Reporting Relationships
Reports to the Payroll & Payables Supervisor (Clerk IV); and indirectly to the Superintendent II, Water Operations. The position works closely with Superintendents, Managers, Supply Chain, Accounts Payable, Budgets, Corporate Payroll and HR. This position is in regular contact with unionized and exempt staff and vendors/suppliers.

Specific Duties & Responsibilities

• All duties performed accurately and timely in adherence to Branch, Department and Corporate policies and procedures and Collective Agreements, including those from HR, Compensation & Benefits, Payroll, Accounts Payable, and Supply Chain Management.
• Duties involve employee groups and policies for CUPE 1004, CUPE 15 and Exempt.
• Reviews and enters all time entry daily for departments.
• Reviews and enters all equipment activity allocations daily for departments.
• Reviews and enters all payroll data bi-weekly for CUPE 15 and Exempt staff.
• Confirms pay scale coding, verifies charge numbers, reviews and allocates overtime coding, confirms target hours for each employee, identifies missing or omitted information for management correction.
• Reviews and processes all corrections for time entry and activity allocation.
• Reviews, monitors and assists with employee quotas such as vacation and sick leave, provides information and policy/procedure guidance.
• Monitors and creates ESAFs & ECAFs related to employee job assignments, leaves, position pay scale changes, etc.
• Processes applications and administration of employee claims for WorkSafe BC, medium and long term disability (MTD & LTD), graduated return to work (GRTW).
• Reviews and processes applications and administration of employee benefits and new hires.
• Reviews and processes vendor invoices for payment, including matching tickets and delivery slips to invoices, acquiring approval sign-off, ensuring correct Purchase Order and/or charge number, monitoring workflow in Webcycle, processing Goods Receipts and Service Entry Sheets, coding and approving invoices for payment in Webcycle (includes rejections for wrong workflow queue, incorrect invoices, etc.).
• Tracks, reviews and reconciles issues with vendor/supplier invoicing in coordination with Accounts Payable Central.
• Reviews, monitors and administers Purchase Order ceiling limits for vendor invoicing, including initiating Shopping Carts in SAP.
• For both Payroll and Payables functions, reviews information provided and entered to ensure accuracy, quality control and follows up with corrections when discrepancies are found requiring considerable communication with employees and managers, other City branches and departments, and vendors/suppliers.
• Produces reports daily and bi-weekly to locate and identify discrepancies.
• Maintains accurate records of confidential employee and vendor files.
• Assists with identifying, documenting and implementing work process improvements, standardized forms and manuals.
• Assists and trains other staff to perform the role.
• Assists with backfill and backlog support to other clerical positions as required.
• Performs other duties and responsibilities as assigned.

Qualifications

Education and Experience:

• Completion of Grade 12 supplemented by courses office administration and sound related experience, and sound related experience performing administration responsibilities related to time entry and benefits administration in a unionized environment, accounts payable, or equivalent combination of training and experience.

Knowledge, Skills and Abilities:

• Considerable knowledge of modern office practices and procedures.
• Sound knowledge of City of Vancouver business practices and policies.
• Sound knowledge and experience applicable to wage, salary, and time entry administration.
• Sound knowledge of the City's financial systems, reports, policies and procedures.
• Sound related experience maintaining records systems and proficiency in using SAP, Excel, Word, and Outlook.
• Ability to understand and apply the regulations of the collective agreements for CUPE 15 and CUPE 1004 and the policies for Exempt staff.
• Excellent organizational skills, ability to work to meet deadlines and with attention to detail.
• Effective interpersonal and written communication skills, as well as proficient reading comprehension ability.
• Ability to use tact, discretion, and maintain a high level of confidentiality.
• Ability to multi-task and handle a varied workload in a busy environment with frequent interruptions and shifting priorities.
• Ability to work independently and take action in solving problems while exhibiting good judgement.
• Skill in typing (keyboarding) rapidly and accurately (including numerically).

Business Unit/Department: Engineering Services (1300)

Affiliation: CUPE 15 Non Pks

Employment Type: Temporary Full Time

Position Start Date: April 2025

Position End Date: January 2027

Salary Information: Pay Grade GR-015: $29.2 to $34.3 per hour

Application Close: February 13, 2025

At the City of Vancouver, we are committed to recruiting a diverse workforce that represents the community we so proudly serve. Indigenous peoples, people of colour, 2SLGBTQ+ persons including all genders and persons with disabilities are encouraged to apply. Accommodations will be provided upon request during the selection process.