LTO: Facility Services System Control Clerk

35 h/w (12 m/y)

Immediately to the return of the employee being replaced.

Facility Services System Control Clerk

Catholic Education Centre, Peterborough

35 h/w (12 m/y)

Immediately to the return of the employee being replaced.

Please note this will be an interviewed position.

Job Function

Provide administrative support to the management and supervisory staff of the Facilities Services Department. The Facilities Clerk demonstrates strong internal and external customer service skills and a high level of knowledge relating to the organization and services provided by the facilities department and its processes.

The Facility Services Systems Control Clerk will be familiar with basic accounting, budgeting and finance principles and will be proficient with various computer programs used for financial and data tracking and presentations in support of the Facility Services administrative team.

Requires extensive knowledge of office practices and procedures including records management.

Job Description

Facility Services

• Process emergency calls from Principal/Custodians, triage and troubleshoot the calls and direct to appropriate personnel.
• Monitor/triage and dispatch work orders through work order system (ebase) on a daily basis, and prepare various reports for review by Manager and Supervisors
• Assist supervisors with organization of training and professional development of custodial and maintenance staff, including scheduling and preparation of materials
• Provide clerical support for programs under the responsibility of the Facility Department: playground and other inspections, asbestos reports, work order management, capital construction management, security management
• Maintain records, documentation and system files regarding maintenance plans for complete building envelope (HVAC, electrical, overhead doors, hoists)
• Maintain and update UCD (Utility Consumption Database) database working with Finance and the Ministry of Energy.

Finance

• Complete accounting functions including processing of purchase orders, p-cards, invoices and utility bills and completing reconciliations as required
• Liaise with school board finance and purchasing department personnel as required.
• Assist the manager and supervisors with preparation of periodic budget and expenditure reports by preparing reports and spreadsheets with historical data trends

Purchasing

• Assist supervisors with processes related to Request for Proposals (RFP), Request for Quotation (RFQ), Tenders for facility needs (including snow removal, lawn cutting, maintenance contracts etc.) and maintain associated documentation.
• Prepare purchase orders/purchase requisitions as required
• Troubleshoot invoice and purchase order discrepancies with vendors and suppliers

Data and Records Management

• Organize and maintain archival facility information, and coordinate submission of periodic reports to the Manager from various databases.
• Maintain any inventory documentation as required by Manager i.e. portable classroom units, asset management
• Assist with entry of data to Ministry's School Facility Information System
• Assist with entry of data and generating of reports for Ministry VFA database
• Access and review the Ministry Utilities Consumption Database on a regular basis. Prepare and review regular reports regarding energy consumption to flag unusual activity ensure database is complete and maintain the facility information within the database.
• Maintain up-to-date information on the Facility Services webpage, ensuring all appropriate information is posted on a timely basis including annual reports for lead, water testing, asbestos and energy consumption.
• Assist with processing changes in Card Access Security System, maintaining accuracy of database and running reports for review by school principals and facilities administration.
• Maintain and update electronic versions of custodial and facility documents such as Custodial Manual, custodial asset tracking spreadsheets, school renewal requests etc. as required by the administrative team
• Provide support to Operations Supervisor and Health and Safety Officer with respect to administrative processes related to va