Clerk 2

Compensation Pay Range:
$21.91-$26.92

**Job Description**:
The clerk provides administrative and clerical support including reception, communicating with FM staff and contractors, preparing purchase orders and maintaining project and work order records.

JOB DESCRIPTION:

- Assist with vacation coverage of inventory receiving and purchasing duties.
- Notify facilities maintenance staff by radio of any emergency work which requires immediate attention.
- Contact specialist service contractors to respond to equipment malfunctions for such items as elevators, chillers, fire alarm systems, sterilizers, operating room lights, pest control, etc.
- Monitor the medical gas alarm panel and take action in response to incoming alarms.
- Supervise a radio base station on a frequency with eleven portable units in order to maintain contact with facilities management staff. Liaison with 2-way radio vendor for repairs and new purchases.
- Assign the appropriate cost centre and sub-account to each work and purchase order to facilitate expenditure control, tracking, and budget management.
- Produce purchase orders (formal contract) for all one-time and repetitive service contract support. Maintain a purchase order log book. Distribute copies of all purchase orders to contractors, finance dept, and within facilities management dept.
- Produce regular purchase order and cost summary reports by cost centre to facilitate overall budget control and management.
- Review, verify, and reconcile all invoices against approved purchase orders before passing them for certification. Contact contractors to reconcile errors or omissions. Ensure that all certified invoices are forwarded to finance dept for payment.
- Maintain fully documented and complete project files for all capital and maintenance projects and repetitive full service contracts.
- Requisition service and supplies using a CHEO VISA credit card. Maintain a purchase log. Reconcile monthly statements. Assign appropriate cost centres and sub-accounts.
- Issue security & parking passes for all contractors. Maintain a pass control log book.
- Maintain a tender pick-up, delivery, and opening system for one-time tendered contracts.
- Gather contractor documentation for general liability insurance, Workplace Safety and Insurance Board (WSIB), and the Ontario Sales Tax Registration Certification for out of province contractors.
- File, order office supplies, photocopy, take messages, and prepare signage.
- Maintain records for facilities management staff for shifts worked, overtime, absences, and leaves. Inputs all staff activity data into StaffRight every bi-weekly pay period and forwards input to Payroll dept.
- Reconcile pay cheque discrepancies on behalf of staff members with facilities management records and initiate corrective action on any errors or omissions.
- Maintain a sign-in log book for temporary staff and students.
- Assist with Security and Parking timekeeping.
- Supervise contracts for wheel chair repairs, hospital signage, and pest control. Authenticate requests. Requisition services from contractors. Raise purchase orders. Ensure that services are delivered in accordance with the applicable contract. Reconcile invoices prior to passing them for certification.
- Perform work in accordance with the provisions of the Occupational Health and Safety Act and Regulations and all CHEO corporate/departmental policies and procedures related to Occupational Health and Safety.
- Obtain approval and confirmation for Signage requests; issue PO’s and follow up with supplier.
- Be available for overtime occasionally if requested
- Perform other related duties as assigned by supervisor.

QUALIFICATIONS:

- Criminal Record Check (Essential)
- Secondary School Graduation Diploma (Essential)
- Community College Diploma (preferred)
- Minimum 6 months of related experience (Essential)
- Communicate effectively and concisely, both orally and in writing (Essential)
- Experience in financial related setting and with financial processes (preferred)
- Knowledge and Experience with PO creation, invoicing and construction project administration (Essential)
- Deal effectively with internal and external customers. (Essential)
- Ability to prioritize and manage a diverse workload (Essential)
- Fluently bilingual in French and English (Essential)
- Please note you will be represented by the Ontario Federation Healthcare Workers - Laborers International Union of North America, (OFHCW-LiUNA).

CHEO is committed to providing a safe environment for staff, patients, and visitors. Consistent with that commitment, all applicants must be fully vaccinated against COVID-19 to be considered for any staff or volunteer opportunities. Applicants are also strongly encouraged to receive their COVID-19 booster shots when eligible to protect against the spread of COVID-19. Upon hiring, presentation of government issued documentation confirming full vaccination must be provided, or presentation of supporting doc