Description
Administrative Services Clerk (Mailroom) - Long Term Assignment
Catholic Education Centre, Peterborough
25 h/w (12 m/y)
8:30 am - 1:30 pm
Applications can be done at home or from outside the school at www.applytoeducation.com no later than 12:00 a.m. on the closing date outlined above.
JOB FUNCTION:
Process Education Centre mail and courier material; address mail and/or courier service problems; support daily meeting room set up’s; provide Reception relief; maintain inventory of office supplies; provide shipping/receiving function for goods received at the Education Centre; provide Purchasing Clerk services to the Supervisor of Purchasing and Administrative Services and Manager of Purchasing, Planning and Facility Administration: prepare and/or type correspondence, reports, documents. Maintain files and records. Answer enquiries.
JOB DESCRIPTION:
Perform the following duties:
Receive, sort and deliver all incoming mail, courier and freight shipments, etc. to appropriate Departments; gather from all Departments, seal, apply postage, sort by destination and bag all outgoing mail, internal courier and/or freight shipments.
Resolve and improve mail and/or courier service problems; detect bottlenecks and recommend short-term and long-term solutions.
Adhere to the mail/courier pick-up/drop-off schedule for all schools and the Education Centre.
Support daily meeting room set ups. This could include re-arranging tables and chairs to facilitate the particular meeting needs, prepare, provide and set up coffee, water, etc. as needed, be familiar with the audio/visual systems in each meeting room and be available to assist with any meeting room issues as they may arise.
Provide lunch and break coverage for reception at the Catholic Education Centre. Develop familiarity with Board staff and functions such that visitors, mail/courier shipments and/or telephone calls may be properly directed.
Monitor and maintain postage machine; track postage machine usage and replenish postage machine as required; arrange for service calls whenever required.
Distribute and maintain inventory of Education Centre office supplies Board forms and OSR supplies; Enter requisitions on computerized purchase system to replace mailroom supplies.
Develop, organize and maintain files and records in accordance with the Boards’ standardized filing system.
Assist the Supervisor and Manager of Purchasing with clerical services as required. (Eg: monitoring purchasing email account, processing order confirmations, PO processing, receipt entry, etc.)
Create Board wide courier schedule for each year. Distribute to all schools and Education Centre staff.
Administer and issue all Education Centre parking passes as required.
Maintain adequately stocked photocopy paper supply cabinets throughout the Education Centre and monitor replacement toner stock levels.
Assist in maintaining stock of beverages and other meeting consumables or the Educations Center.
Process and submit IMPAC tax forms for schools.
Other duties as assigned.
JOB REQUIREMENTS:
Requires O.S.S.D., plus one year of Office Administration, Secretarial/Business or equivalent.
Requires knowledge and skill in the use of computers and software such as spreadsheets, graphics, data input and retrieval. Requires demonstrated proficiency in word processing and spreadsheet applications such as in Microsoft Word and Excel at a minimum. Able to learn current Purchasing module software program for entering requisitions to purchase items for the mail room office supplies.
Requires knowledge of pertinent Board policies and procedures.
Requires operating various pieces of office equipment (i.e. photocopier, mailing machine, computer, calculator, etc.)
Requires good oral and written communication skills; the ability to perform the clerical duties; the ability to multitask and prioritize.
Requires communicating effectively and working cooperatively with Board personnel, agencies and the general public.
The ability to maintain, in the strictest confidence, information received concerning any Board or school matter.
Requires ability to train temporary Administrative Services Clerk
Requires bending and performing heavy physical effort of lifting and carrying of cartons of photocopy paper, audio visual equipment, mail bags, courier shipments, etc. throughout the Education Centre.
PVNCCDSB is committed to achieving excellence in Catholic education. We leverage our inclusive organizational culture to further build upon our dynamic and diverse workforce, reflective of the communities we serve. In accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code (OHRC), PVNCCDSB will work collaboratively and respectfully with you in all stages of the recruitment process and throughout your employment. For further information about what accommodation and accessibility look like at PVNCCDSB please refer to our website. If you require accommodation at any stage of the hiring process, please contact our HR Officer at 705-748-4861 ext. 1212 or email tgreavette@pvnccdsb.on.ca
In accordance with the Municipal Freedom of Information and Protection of Privacy Act, the personal information provided is collected under the Education Act and will be used to determine eligibility for employment.
