Clerk 3

Job Description Summary

Please note that this role requires a work schedule of 7:30 am to 3:30 pm

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. In support of this, the Clerk 2 provides reception and clerical support to the units within UBC Facilities. The Clerk 2 works in accordance with established policies, procedures, and collective agreement provisions.

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.

• 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

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.

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.

None

Willingness to respect diverse perspectives, including perspectives in conflict with one’s own Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

• High School graduation.
• Training in basic office procedures and practices.
• Minimum of 4 years 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 and in a team environment.
• Ability to exercise tact and discretion.
• Ability to use a computer terminal, photocopier, and other related office equipment.
• Ability to effectively use Outlook, MS Word and MS Excel at an intermediate level.
• Ability to type 50 w.p.m.

The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally. A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world. Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students,…