Office Services Clerk

Responsibilities

• Expedites sorts and delivers incoming, outgoing, and inter-office correspondence into mail slots/bins to co-ordinate schedules; prepares outgoing mail for courier pickup; prepares all Canada Post mail using postage equipment.
• Arranges courier shipments on request using computer web-based shipping programs, verifies correct charge numbers are supplied, completes waybills, performs price comparisons between courier companies; receives shipments and contacts customers to distribute the material delivered. 
• Fills stationery, signage, and forms requisitions by placing orders with outside suppliers using online computer web-based ordering programs and/or telephone. Advises customers when shipments have arrived by phone or e-mail.
• Composes general correspondence, e-mails and communications for Facilities and other departments.
• Operates on a daily basis a variety of equipment such as large and small photo copiers, calculators, postage equipment, electric letter folder, binding machinery and laminating machines, mechanical moving equipment. 
• Maintains ongoing inventory of stock items (standard stationery products, consumables and materials used for mailroom equipment/machines and general supplies). 
• Prepares large mail outs and materials for various departments and verifies correct cross charge numbers are supplied.
• Operates mailroom equipment according to standard procedures.  Prepares copying/binding/collating  jobs requested by various departments according to pre-set time constraints.
• Provides holiday relief and daily work break relief for Receptionist/switchboard operator, by operating complex switchboard, using online computer web-based programs for storage, greets and directs visitors and administers pool car use.
• Performs data entry functions for Facilities i.e., IWM Systems (Integrated Work Management) Reports
• Monitors courier deliveries and applies for credit where applicable, files claims for damages incurred by couriers.
• Monitors condition of meeting rooms and enclaves.
• Provides instruction on the use of various mailroom equipment.
• Obtains, processes and distributes materials, products, information and communications from various departments, marketing/human resources etc.
• Performs other minor related duties which do not affect the rating of the job.

Requirements

• Education:  High School graduation or certificate of equivalency.
• Experience:  3 months in an office environment.
• Working knowledge of computer systems operations, environment and peripherals and various applications software in use in the department (SAP & suite of MS Office products).   
• Accurate typing skills at 45 wpm.
• Excellent interpersonal skills Ability to provide a high level of customer service in a courteous, professional manner.
• Sound written and verbal communication skills. 
• Ability to work in a team-based environment.