Administrative Clerk

Carleton University also welcomes applications from continuing employees. If a Continuing employee is the successful candidate, this assignment will be considered a Career Development Assignment, and the successful candidate must obtain a leave of absence from their current and substantive position, where applicable. Permission for such leave must not be unreasonably withheld.

If you are an internal applicant, please update your current union status in your candidate profile each time you apply for a vacancy. Internal candidates will be given priority consideration at this time. Please note: Carleton University encourages applications from all qualified candidates.

Job Number:  J1021-0466

Job Title:  Administrative Clerk

Job Type:  Career Development Assignment (CDA)

Department:  Administrative

Job Category:  Administrative

Number of Positions:  1

Salary (with Salary Rate):  48,085.00 - 52,434.00/Year

Assignment Duration From:  14/10/2021

Assignment Duration To:  02/12/2022

Employee Group:  Administrative Staff - CUPE 2424

Salary Level:  5PE

Date Position Available:  14/10/2021

Reporting to the Manager, Administrative Finance, the Administrative Clerk provides clerical support to the Facilities Management and Planning department. The incumbent provides administrative and records management support services for the Administrative Services group, including filing of financial information for project accounts and completed project files; enters vendor invoices into the computerized maintenance management system (CMMS); scans documentation for departmental records and updates the status in CMMS. The incumbent is responsible for electronic records management and recommends procedures for efficient and effective electronic filing.

The incumbent must possess the following qualifications:
• Strong knowledge of record systems, including classification, indexing, and cross-referencing
• Strong knowledge of records retention and disposition procedures
• Strong knowledge of general administrative procedures in an office environment
• Ability to conduct searches and locate data, compile and provide information
• Ability to review files, classify correspondence and documents, list files and contents, and update database
• Ability to sort, file and/or purge information from various sources into appropriate files
• Thorough knowledge of word processing packages, spreadsheet software and database systems, especially Microsoft Office suite (Word, Excel, MS Access and Windows); Outlook email
• Ability to prepare and move/lift files and boxes of files to and from filing cabinets, boxes, shelves and other file storage (tunnel archives)
• Strong data entry skills
• Ability to work quickly and accurately under pressure
• Excellent clerical skills including records management expertise and archiving knowledge
• Excellent oral communication and interpersonal skills
• Ability to use judgement to resolve problems and conflicts
• Discretion and confidentiality at all times
• Ability to use office equipment such as multifunction photocopier and scanner
• Strong organizational and time management skills
• Knowledge of Maximo CMMS is considered an asset

The above is normally acquired through the completion of:
• Completion of secondary school
• Two (2) additional years of post-secondary education including training in records management and current computer office software applications (Equivalent education and experience could be considered)
• Five (5) years related experience

Carleton University and CUPE 2424 are currently completing a joint job evaluation and pay equity project. The University and the Union are working together to describe the skills, effort, responsibilities and working conditions associated with every CUPE 2424 job, including this one. As a result, the job description that is currently associated with this posting (for recruitment purposes) may be revised to reflect the actual duties captured in the new job descriptions.

By applying for this job you are acknowledging that the actual duties associated with this job may differ somewhat from those identified in the job posting and that you will agree to perform the duties of this job as determined through the joint job evaluation process.

Equivalencies will be considered. Applicants are encouraged to provide information which may demonstrate equivalent qualifications. Please note that applicants may be required to complete an employment test as part of the selection process for this position. Those applicants that are selected for an interview will be requested to contact the Human Resource Advisor assigned to this competition as soon as possible to discuss any accommodation requirements. Arrangements will be made to accommodate your request in a timely manner. Carleton University is strongly committed to fostering diversity within its community as a source of excellence, cultural enrichment, and social strength. We welcome those who would contribute to the further diversification of our University including, but not limited to: women; visible minorities; First Nations, Inuit and Métis peoples; persons with disabilities; and persons of any sexual orientation or gender identity and expressions.

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