Office Services Clerk

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Performs duties too varied and diverse to be classified in any specific office clerical occupation, requiring limited knowledge of office management systems and procedures. Clerical duties may be assigned in accordance with the office procedures of individual departments and may include, but are not limited to, general filing and records maintenance, preparing routine correspondence, word processing, compiling data for reports, preparing/editing presentations, verifying data, completing forms, data entry, processing various documents (i.e. claims forms and invoices), operating office equipment, maintaining records, account reconciliation, distributing mail, duplicating, and other established general clerical tasks.

JOB RESPONSIBILITIES

Administrative Support

• Receives walk-in guests and telephone inquiries from a variety of individuals. Initiates and receives telephone calls, provides information and resolves matters as appropriated, or routes calls. Provides information about programs, policies, and processes.
• Coordinates and schedules meeting. Prepares schedules and informs participants, confirming dates and times. Maintains calendars for staff. May make travel arrangements.
• Ensures the timely distribution and receipt of a variety of records and requests. Requests or provides information as necessary to assure completeness and accuracy.
• Provides support to and may coordinate company events and other activities.
• Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems and personal computers.
• Compute, record and proofread data and other information, such as records or reports.
• Reviews and prepares documents for entry of information into electronic data processing system. Follows up as necessary to complete documents. Enters and updates information into system according to standard formats.
• Prepares letters, memorandum, reports, work orders, requisitions or other materials from straight copy, rough drafts or verbal instructions.
• Compile, copy, sort and file records of office activities, business transactions, and other activities.
• Open, sort and route incoming mail, answer correspondence, and prepare outgoing mail.
• Maintain and update filing, inventory, mailing and database systems, either manually or using computer.
• Order office supplies and monitor inventory.
• Performs other duties as assigned that support the overall objective of the position.

EDUCATION/EXPERIENCE/MINIMUMRequirements

Education:

• High School or GED equivalent

Experience:

• None

Knowledge, Skills & Abilities:

• Requires knowledge of clerical practices, specialized office procedures, filing, record keeping, receptionist and telephone techniques and etiquette
• Requires knowledge of personal computer-based software programs that support this level of work, including but not limited to word processing, spreadsheet, presentation graphic, and database software used for data entry and retrieval.
• Requires business mathematics skills to compute sums, monitor budgets, and compile statistics.
• Requires sufficient skill in using the English language, grammar, spelling, punctuation, proofreading/editing, to prepare common, yet professional correspondence and standardized report.
• Must have sufficient human relations skill to convey policies and other technical concepts to internal and external customers and project a positive image of the district.
• Ability to perform all of the duties of the position efficiently and in an open environment with interruptions and distractions.
• Able to perform clerical and secretarial work with speed and accuracy.
• Able to learn, interpret, explain and apply knowledge of department organization, operations, programs, functions and special department terminology when performing assignments.
• Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines.
• Ability to work cooperatively with associates, external organizations, and the public using patience and courtesy.
• Use a personal computer to produce correspondence, materials, contracts, reports, and conduct research.
• Maintain confidentiality of private and sensitive information

Work Conditions

Work Environment

When considering the work environment associated with this job, the following factors may apply:

• Work indoors during all seasons and weather conditions
• Professional Dress is required when in contact with families, where applicable.

Work Postures

When considering the work postures associated with this job, the following factors may apply:

• Sitting continuously for many hours per day, up to 6 hours per day

Physical Demands

When considering the physical demands associated with this job, the following factors may apply:

• Physical effort requiring manual dexterity is required, includes paperwork, calculators, computers and phone usage

Work Hours

When considering the work hours associated with this job, the following factors may apply:

• Working beyond “standard” hours as the need arises

Pay Rate

• $17 - $24/hr

Postal Code: V5G 3M1

Category (Portal Searching): Administration and Clerical

Job Location: CA-BC - Burnaby

Job Profile ID: C00064

Time Type: Full time