Duplicating/receptionist Clerk

**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