Duplicating/receptionist Clerk
2 weeks ago
**POSITION NOTES**: 35 hours per week
**TITLE**: DUPLICATING/RECEPTIONIST
CLERK
**DEPARTMENT**: Finance
**REPORTS TO**: Director of Finance
**SUMMARY**:
Under general direction, the
Duplicating/Receptionist Clerk provides duplicating services and layout assistance
to the Board Office. He/she also acts as
receptionist at the main entrance of the Central Administration Office.
**DUTIES**:
Operates a photocopier
and produces and distributes documents for Board Office staff, including
designing and duplicating Business Cards, Tabs, and all district forms
that are produced in-house. Keeps
monthly photocopy statistics, and prepares related billing charges for
departments
Provides first line
maintenance of duplicating, labelling, trimming, punching, and stapling equipment
including the training of staff on this equipment
Maintains all office
supplies for Board Office use including ordering and restocking supply
shelves in a tidy manner
Lifts and moves office
and paper supplies.
Operates an electronic
switchboard and receives and relays messages as necessary.
Functions as a
receptionist, answering general enquiries and directing visitors and
district staff members to appropriate departments within the Board Office
and the District.
Maintains coffee and
tea station throughout the shift including ordering all necessary supplies
Verifies Finance
Department (Payroll/Accounting) batch edits to source documents to ensure
accuracy, appropriateness and status
Assists the Finance
Department (Payroll/Accounting) in collecting, sorting, interfiling, and
checking data
Opens, and sorts the
daily mail for the accounting department; prepares the Daily Cash Report
as required.
Maintains Human
Resources Posting and District Information Centre including stocking,
distributing and collecting all district forms
Performs data entry
functions as required.
Performs mailroom
duties as required.
Receives, sorts and
distributes incoming Canada Post, courier, internal department and school
mail.
Prepares all outgoing
Canada Post mail, including Registered and Special Delivery envelopes;
distributes outgoing mail for schools.
Provides first line
maintenance to all postal equipment, which includes digital mailing
machine with sealing metering and stacking capacity, and letter opener.
Orders “Postage by
Phone” as required.
Keeps track of postage
used by schools and various departments and prepares required accounting
entries on a monthly basis.
Distributes Pool Car
keys and information packages
Performs other clerical
or emergent duties.
REQUIRED KNOWLEDGE, ABILITY, SKILLS (Duplicating/Receptionist Clerk)
Grade 12 diploma or equivalent.
One-year recent switchboard
experience on an electronic telephone system.
Intermediate knowledge of Microsoft
Office (Word and Excel).
Keyboarding skills of 50 words
per minute or proof of competency in keyboarding skills.
Data entry experience.
Knowledge of equipment
operation, and photocopy machine.
Knowledge of first line
maintenance of department equipment - (duplicating, photocopying, labeling,
trimming, punching and stapling equipment).
Ability to use courtesy and
tact in the explanation of and discussion of information in contacts with
public, parents, staff and students.
Ability to effectively
communicate both verbally and in writing.
Ability to plan and schedule
work and organize the workload effectively.
Ability to work with
constant interruptions.
Ability to maintain close
attention to detail for periods of sustained duration and to meet deadlines.
TOOLS AND EQUIPMENT USED
Computer, photocopier, switchboard, FAX machine,
trimming machine, all mailing equipment, calculator and other office related
equipment.
PHYSICAL ABILITIES
Sufficient vision to
operate computer.
Fundamental ability to
operate equipment
Manual dexterity.
March 16, 2021
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