Office Support Clerk III (AUX)

Vancouver Economic Commission; Vancouver; On-site; CAD 65,000 - 76,000; Full time

Job summary

The City of Vancouver is hiring an Office Support Clerk III for the Homelessness Services Outreach team. The role is on-site and involves clerical support for multiple projects, including meeting coordination, records management, invoicing, and stakeholder liaison.

Responsibilities include processing service requests, maintaining project files, and assisting with community engagement sessions. Strong MS Office skills and procurement awareness are essential.

Qualifications

• Advanced knowledge of MS Office Suite (Word, Excel, Outlook, PowerPoint).
• Excellent communication, interpersonal and organisational skills.
• Ability to work independently within duties and meet multiple deadlines.
• Familiarity with SAP and City procurement policies.

Responsibilities

• Takes proactive approach to supporting administrative aspects of multiple projects.
• Takes meeting minutes and transcribes notes for meetings and workshops.
• Develops and maintains project files and databases; prepares periodic reports using MS Excel.
• Liaises with community and public agencies to support the team’s work with clients.
• Oversees secure storage of personal documents and communications with government agencies.
• Provides administrative support to staff as required; assists with mail-outs and office tasks.
• Prepares routine correspondence, emails, announcements and minutes.
• Reviews invoices, licenses and submission records for accuracy and conformance.
• Organizes community engagement events; coordinates venues, materials and catering.

Skills

MS Office proficiency

Excellent communication

Organizational skills

Attention to detail

Independent work

Education

12th Grade or equivalent

Tools

SAP

Procurement software

Job description

Vancouver is consistently ranked as one of the world’s most liveable and environmentally sustainable cities. Recognized among BC’s Top Employers and Canada’s Greenest Employers, the City of Vancouver is seeking colleagues who can help advance our core commitments to exceptional public service, sustainability, equity, and an outstanding quality of life for all residents.

With a strong commitment to being a City of Reconciliation, we invite you to join our dedicated team and become part of an innovative, inclusive, and engaging workplace. A career with the City of Vancouver and within the broader public service, offers meaningful work where you play a key role in ensuring equitable access to services, upholding ethical governance, and supporting the needs of citizens with integrity and dedication.

Main Purpose and Function

The Office Support Clerk III works independently and as part of the Homelessness Services Outreach team at the Homelessness Services Outreach Office (392 Powell St). This office directly serves clients experiencing and at risk of homelessness and the hours of work are fully on-site.

The Office Support Clerk III position provides varied and challenging clerical support for Homelessness Services Division. The position performs moderately complex clerical work including work related to, but not limited to, co-ordinating meetings with internal and external stakeholders, processing and organising service requests; subsequent payment of invoices; developing and maintaining accurate records for various projects, including database management. The position is required to work independently, understand procurement process, organise community engagement sessions; and categorize and maintain complex project files that support the client focused work of the Homelessness Services Outreach Team.

Specific Duties/Responsibilities

• Takes a proactive approach to supporting all administrative aspects of multiple projects
• Takes meeting minutes and transcribes notes for various meetings and project workshops consisting of City staff and/or members of the public.
• Develops and maintains project files, codes and indices necessary for the organization and categorization of diversified and complex paper and virtual files , including quarterly audits on individual systems to ensure effectiveness of process.
• Liaises with various community and public agencies on behalf of the Homelessness Services Outreach Team; obtain and exchange information to support the team’s work with clients.
• Oversees the secure storage and processing of personal documents including copies of personal identification for over 5000 clients, ensuring the information for processing is communicated with the appropriate Government agencies.
• Provides administrative assistance to Planner II & HRO II, or other HRO I staff as required, including but not limited to photocopying, faxing, facilitating large mail-outs, etc.
• Creates and maintains databases and prepare periodic reports using MS Excel.
• Keeps a variety of records such as project processes, histories, statistical information, documents, contract information, and other specialized project records.
• Prepares, formats, and proofreads a variety of routine correspondence, emails, announcements, records, minutes and standard project related communications.
• Reviews statements, invoices, licenses, submission records, reports and supporting data for accuracy, completeness and conformance with departmental procedures.
• Provides administrative support by answering / 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 database, follow-up with vendors, completing and submitting request for service forms, and tracking contracts and payments using a variety of computer software and databases.
• Provides backup support for other clerical positions, whenever absences coverage is required;
• Performs other duties/responsibilities as assigned.

Education and Experience

• Completion of 12th Grade preferable including or supplemented by courses in commercial and administration subjects, software applications (including Excel and PowerPoint) and sound related experience, or equivalent combination of education, training and experience.

Knowledge, Skills and Abilities

• Advanced knowledge of software programs such as MS Office Suite (Word, Excel, Outlook, and PowerPoint)
• Some knowledge of behaviours and issues related to homelessness.
• Thorough knowledge of business English, spelling, punctuation and business math;
• Knowledge of modern office equipment (e.g. voice-mail, scanners, multi-purpose photocopying machines, laptops, projectors, etc.);
• Excellent communication, interpersonal and organisational skills
• 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.
• Ability to work independently and collaboratively as part of a team.
• Working knowledge of SAP and the City’s Procurement Policy as it relates to contracting and invoices.
• A background in municipal government and knowledge of community issues (e.g. social, housing, development and licensing issues) is an asset;
• Knowledge of project management software (e.g. MS Office Project) is an asset;
• Familiarity with specific CoV records management systems VanDocs is an asset.

Business Unit/Department

Arts Culture Community Service

Affiliation

CUPE 15 Non Pks

Position Start Date

October, 2026

Salary Information

Pay Grade GR-15: $31.13 to $36.57 per hour

Application Close

October 11, 2026

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 gendersand persons with disabilities are encouraged to apply. Accommodations will be provided upon request during the selection process. Learn more aboutour commitment to diversity and inclusion .

The City of Vancouver acknowledges that it is situated on the unceded traditional territories of the xʷməθkʷəy̓əm (Musqueam Indian Band), Sḵwx̱wú7mesh Úxwumixw (Squamish Nation), and səlilwətaɬ (Tsleil-Waututh Nation). More about unceded traditional territories