City of Vancouver Looking for Clerk V (Office Supervisor, Elections) at Vancouver, BC Full Time

Company

Located on the traditional, ancestral and unceded lands of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh), 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

The Office Supervisor is responsible for providing a complex range of administrative services for the Vancouver Election Office. The Office Supervisor provides administrative support to the Chief Election Officer and Deputy Chief Election Officers, supervises up to 10 office support and warehouse staff, and supports key election planning and procurement functions.

The Office Supervisor is responsible for the general day-to-day administrative operations of the Election Office and is the primary contact point for the Election office support and warehouse staff. The Office Supervisor provides administrative assistance to the Deputy Chief Election Officers and creates agendas and minutes for Election Office team meetings, drafts and handles election office public and business correspondence and oversees the implementation of election office policies and procedures.

As supervisor of the office support team, the Office Supervisor is responsible for hiring and managing office support and warehouse staff, completing time entry for the Election Office, invoicing, data entry, staff records management and scheduling and budget management. The Office Supervisor attends Election team meetings, acts as budget liaison and handles sensitive and confidential information such as procurement, budgets, and HR matters. The Office Supervisor will assist in organizing documentation related to election processes, including development of forms and templates, monitoring of records in VanDocs, and maintenance of critical hard-copy records. The Office Supervisor is responsible for all election material printing including the electronic voters’ list.

The Officer Supervisor is responsible for the delivery of ballot tabulators, IT equipment, election supplies and materials and coordinates with the Warehouse Supervisor for packaging of election supplies and materials for voting place distribution.

The Office Supervisor works with significant independence in decision making and dealing with problems arising from day to day operations in the elections area.

The position reports to one of the Deputy Chief Election Officers (DCEO). Key contacts include the Chief Election Officer, Deputy Chief Election Officers, Election Management Team, Warehouse Supervisor, Presiding Election Officials, Public and staff at all levels throughout the City.

Specific Duties and Responsibilities

Coordinates Election office team meetings

Prepares business correspondence, presentations, and reports for Election team

Responsible for tracking critical project milestones for their portfolio

Management of staff records and payroll, and other HR related processes including ECAFs and ESAFs

Supervises Election office support and warehouse staff (up to 10 staff)

Hires and trains office support and warehouse staff, referencing relevant sections of statutes (Vancouver Charter, Vancouver by-laws)

Hires and manages Election Day staff (runners and traffic controllers)

Prepares scripts and information sheets, monitors calls for quality and accuracy and takes corrective action as necessary

Oversees the implementation of election office forms, procedures and policies

Oversees front counter clerical staff at the Election Office

Provide excellent customer service while working with the public

Oversees SAP related processes, including processing of invoices, approval of purchase requisitions, and time entry

Monitors the Election operating budget on a monthly basis and reconciles accounts where necessary

Processes and tracks nomination deposits

Inventory, procurement and deployment of voting day supplies, including vehicles and cell phones

Manages all Election Day supply requests and the coordination of equipment and supplies to voting places

Manages the flow of correspondence and documents for the Election office including highly confidential and sensitive information such as HR information, personnel files, and budgets

Recommends new administrative procedures that will improve the flow of documents within the Election office

Other duties/responsibilities as assigned

Qualifications

Education and Experience:
Completion of Grade 12 is required, preferably supplemented by courses in business administration and substantial related experience with purchasing (preferably using SAP), project management techniques and standards, research, facilitation and leadership, or equivalent of training and related experience.

Knowledge, Skills and Abilities:
Ability to communicate clearly and concisely orally and in writing, including the ability to prepare business correspondence, presentations, and reports

Comprehensive knowledge of MS Office programs

Experience in document management, TRIM/VanDocs experience is preferred

Experience in using SAP financial, payroll and human resource system is required

Customer service experience is required

Superb interpersonal skills, including excellent diplomacy

Knowledge of City operations, policy, practices and procedures

Must be able to manage time sensitive multi-priorities and have well-developed problem solving skills

Highly organized and thorough, with an excellent attention to detail

Ability to understand and follow oral and written instructions

Ability to communicate with others in a warm and helpful manner while simultaneously building credibility and rapport

Must be able to go beyond the call of duty and work well with different employees across the City

Ability to handle confidential and sensitive matters

Possesses the ability to prioritize and make independent judgment and action

Ability to work independently without supervision

Supervision experience is required

Demonstrated analytical skills and the ability to take initiative and be proactive

Must have sufficient physical strength to handle heavy items kept in stock, where necessary

Must be able to work weekends and evenings over the Election period

Election knowledge is preferred

All City of Vancouver employees are required to be fully vaccinated as a condition of hire and 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: City Clerk’s Office (1060)

Affiliation: CUPE 15 Non Pks

Employment Type: Temporary Full Time

Position Start Date: February 2022

Position End Date: December 2022

Salary Information: Pay Grade GR-022: $34.96 to $41.16 per hour

Application Close: December 19, 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.

Before you click Apply now

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.