Clerk/Receptionist, Facilities

Application Restrictions
Open to both Internal and external
Job Type
Support Staff (CUPE)
Posting In effect from
9/5/2024
Closing Application Date
24/5/2024
Closing date for internal CUPE applicants
24/5/2024

Applications will be reviewed commencing the “closing date for internal CUPE applicants” and may continue until the position is filled.

Internal CUPE applicants must submit their application by 4pm on the “closing date for internal CUPE applicants” for their Seniority to be recognized.  Applications received after the "closing date for internal CUPE applicants" will be considered alongside external applicants. 

Full/Part Time
Full Time
Support Type
Ongoing
Anticipated Start Date
27/5/2024
Position End Date (If Applicable)
The Hours of work are subject to change depending upon departmental requirements
Schedule
The hours of work will be Monday to Friday, 7 hours a day, 8:00 am to 4:00 pm
Schedule Description
DUTIES

Performs a variety of clerical and receptionist functions such as performing electronic data entry, maintaining parking control, maintains vehicle database and key distribution systems, receiving and distributing mail, answering the telephone and responding to counter inquiries and provides secretarial support for the department.
MAJOR DUTIES & RESPONSIBILITIES

Provides receptionist duties by receiving visitors, providing information and directing to appropriate area; answers the telephone, directs calls and takes messages.

Compiles parking permits inventory on spreadsheets; issues parking permits and e-permits as required for staff and students; maintains records of parking violations; collects fines, maintains cash float and issues receipts.

Maintains a vehicle fleet database by handling requests, booking vehicle, preparing schedules and completing the necessary documentation; keys related information and prepares spreadsheets.

Maintains a key inventory and control system by handling requests, ordering, receiving and issuing keys, and updating electronic and manual records.

Liaises with external parking contractors and Impark to maintain and monitor systems such as Verrus/Impark E-Permits, MacKay Custodian multi-space machines , and parking control gates.

Works with the insurance broker to arrange and maintain TRU fleet vehicle insurance.

Works with IT Services to develop parking application system and handle associated difficulties.

Processes application forms for bike compound keys and distribute keys to students and staff.

Types routine correspondence; sets up and maintains files; receives, sorts and distributes internal mail; compiles data and prepares reports.

Takes minutes or notes and provides information on parking violations at Parking Appeal Committee meetings.

Maintains departmental office supplies and equipment.

Trains general office overload and relief personnel.

Performs duties of Facilities Services Clerk such as receiving and handling problem maintenance calls and responding to emergencies, generating work control documents and time sheets as required.

REPORTS TO
Director, Facilities

QUALIFICATIONS

EDUCATION

• Grade 12 plus six months' post-secondary education or equivalent

EXPERIENCE

• 2 years related experience, including one years' experience with electronic word processing and data entry

SKILLS, KNOWLEDGE OR ABILITIES RELATED TO THE JOB

• Ability to perform electronic word processing at 60 wpm and data entry
• The proven ability to take and transcribe minutes and correspondence at 70 verbal wpm
• Ability to deal courteously and tactfully with others including students, staff and members of the general public
• Ability to communicate effectively both verbally and in writing
• Ability to organize work
• Ability to operate related equipment such as photocopier, 2-way radio and pager system

WORKING CONDITIONS

• Working at computer and desk, front counter work; general office conditions
• Sitting/standing for long periods of time

 

The salary for the above position is determined by the Collective Agreement with the Canadian Union of Public Employees, Local 4879, as it presently exists.
Pay Band
$27.90 - $31.00 ( CUPE Grade 06 (90% - 100%) )
Salary rate
This Position is not subject to a 90% start rate for new Employees.
Location
Kamloops, BC CA (Primary)
# of Hires Needed
1
Organizational Unit
Thompson Rivers University -> Campus Infrastructure and Sustainability -> Director, Facilities
Diversity and Inclusion Commitment:
Thompson Rivers University is strongly committed to hiring based on merit with a focus on fostering diversity of thought within our community. We welcome those who would contribute to the further diversification of our staff, our faculty and its scholarship including, but not limited to, women, Indigenous, Black and People of Colour, persons with disabilities and persons of any sexual orientation or gender identity. Please note that all qualified candidates are encouraged to apply, however applications from Canadians and permanent residents will be given priority.

NOTE: To learn more about Thompson Rivers University or living in Kamloops or Williams Lake please visit our Careers website . External Candidates invited to interview will be required to bring a copy of their transcripts to the interview.