Inventory, Receiving and Asset Tracking Clerk

2 weeks ago


Edmonton, Canada University of Alberta Full time

**SMS Procurement & Contract Mng**:

- Competition No.

**S106849304**
- Posting Date

**Jan 11, 2023**
- Closing Date

**Jan 17, 2023**
- Position Type

**Full Time - Operating Funded**
- Salary Range

**$43,365 to $58,081 per year**
- Grade

**06**
- Hours

**35**

This position is a part of the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.

**Location - North campus**

**Working for the University of Alberta**

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada’s Greenest Employers for over a decade.

Your work will have a meaningful influence on a fascinating cross section of people—from our students and stakeholders, to our renowned researchers and innovators who are quite literally curing diseases, making discoveries and generating solutions that make the world healthier, safer, stronger, and more just.

**Department summary**

Finance, Procurement and Planning is responsible for financial reporting, resource planning, procurement, investments & treasury, and risk management & insurance. We have a team of service partners who work closely with the faculties, units and staff across the institution to provide excellent client service

Our Procurement team is responsible for the purchase of goods and services, contract management, vendor management, customs services, travel management and compliance

**Position summary**

The Inventory Receiving & Asset Clerk is responsible for the management of the lifecycle of IST owned equipment located within the department, centrally scheduled rooms and labs in various locations on campus; this includes ensuring data maintained in the IST inventory and the PeopleSoft equipment module is accurate and complete. The incumbent is also responsible for the procurement function for stock inventory and other equipment as required.

The Inventory and Receiving Clerk will ensure equipment acquisition paperwork is collected from various methods that include; purchase orders, preferred supplier agreements, indents, donations, Professional Expense Reimbursement (PER) purchases, transfers and credit card purchases.

The incumbent will perform site visits on campus with the acquisition information, locate and tag the equipment. Information collected is added to the database which includes acquisition, account, equipment attributes and physical location.

**Duties**
- Recording and checking the quantity and quality of goods received
- Inspects all shipments for damages or defects; record discrepancies and/or damage
- Communicates and coordinates with Supply Consultant and vendor for product returns and replacements
- Verifies shipments; order placed vs receipt and invoicing details
- Complete asset tagging process for IST related equipment and logs the information in database
- Labels the delivery locations, arranges for the items to be delivered as per the requisition
- Maintains accurate records and updates the inventory database in a timely manner
- Investigates and resolves situations where inventory does not match the documentation
- Manages the Surplus of equipment for the IST team
- Manages the inventory levels for IST
- Works with the coordinator to ensure process is efficient and identifies and implements areas of improvement
- Works directly with all units (faculty, departments and central units) to tag and track their assets
- Collects all equipment asset paperwork from purchase orders (SupplyNet), indents, donations, Professional Expense Reimbursement and credit card orders
- Reaches out to units to confirm status of asset
- Determine physical location of asset and arranges to either tag the equipment directly or provides tags to owner for self-tagging
- Record all pertinent asset information and enters it into P-Soft
- Files all relevant records and documentation in Equipment Inventory area

**Qualifications**
- High school diploma is required
- Diploma or certificate in Business and Office Administration would be an asset
- Knowledge and understanding of E-Procurement solution (e.g SupplyNet) and PeopleSoft
- Experience receiving assets and maintaining paperwork required
- Demonstrated ability to review current processes, identify and improve efficiency
- Communicates clearly and effectively
- Keen eye for detail, proactive and willing to take initiative
- Math and record management skills
- Demonstrated ability to follow process and directions
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