Clerk 3

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

At UBC we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research innovation and learning for all faculty staff and students. Our commitment to employment equity helps achieve inclusion and fairness brings rich diversity to UBC as a workplace and creates the necessary conditions for a rewarding career.

Job Description Summary

UBC Facilities is responsible for the lifecycle stewardship of all academic and administrative buildings public spaces and utility assets on the UBC Vancouver Point Grey campus. The Clerk 3 provides comprehensive clerical administrative and coordination support to Facilities departments. The position supports safety programs maintenance operations minor renovations financial and billing processes emergency preparedness and departmental communications. The Clerk works in accordance with established policies procedures and collective agreement provisions.

Organizational Status

The Clerk 3 reports directly to the Manager Customer Services. Receives daily direction and instructions from the Customer Services & Informatics Clerk 4 and works collaboratively with other administrative staff within the department.

Work Performed

- Processes invoices tracks expenses by department investigates discrepancies coordinates resolution of billing issues and reconciles credit card transactions
- Creates purchase requisitions
- Compiles data and prepares summary information as required

- Tracks and reports on waste management dailies

- Coordinates carpet cleaning services including scheduling purchase requisitions and follow-up

- Orders replenishes and tracks office supply inventory

- Acts as a Workday timekeeper and enters overtime and other absence types as required

- Coordinates pest control services by dispatching work orders to vendors updating service requests based on daily reports and creating follow-up service requests

- Coordinates Facilities staff uniform inventory and laundry services maintains accurate stock levels and size availability and processes uniform-related issues
- Administers all cell phone radio and office equipment requests
- Provides support to Facilities projects
- Makes travel arrangements and processes any employee reimbursements
- Books coordinates supports with set-up attends meetings and takes minutes as required
- Books and coordinates training
- Provides training to new staff
- Provides reception coverage
- Orders catering
- Supports the construction office with project setup in Planon and enters updates with regard to budget and schedule
- Carries out any other related duties as required in keeping with the qualifications and requirements of positions in this classification

Consequence of Error/Judgement

Exercises judgment in planning the sequence of duties the work methods to be employed and the action to be taken on unusual problems; decisions are based upon appropriate application and thorough knowledge of procedures guidelines regulations and established precedents.

Supervision Received

Works under minimum supervision; receives detailed instructions from Clerk 4 on the assignment of new duties and thereafter only on new or unusual problems. Technical problems and matters involving policy are referred to Clerk 4 and if needed Manager Customer Services.

Supervision Given

None

Minimum Qualifications

- Willingness to respect diverse perspectives including perspectives in conflict with ones own
- Demonstrates a commitment to enhancing ones own awareness knowledge and skills related to equity diversity and inclusion

Preferred Qualifications

High School graduation and Business Training in Office Procedures and Practices and a minimum of 4 years of related experience or the equivalent combination of education and experience. Ability to communicate effectively verbally and in writing. Ability to provide quality service to customers in a courteous patient manner. Ability to maintain accuracy and attention to detail. Ability to work effectively independently as well as within a team environment. Ability to exercise tact and discretion. Ability to use a computer terminal photocopier fax machine and other related office equipment. Ability to effectively use Outlook MS Word and MS Excel at an intermediate level. Ability to type 50 wpm.