The University of New Brunswick Fredericton welcomes applications for the position of Clerk PL3 with Facilities Management. This is a continuing full-time (36.25 hours per week) position with the SALAC employee group. The position is funded by the University Budget with a salary range of $17.96 - $21.27 per hour.
This position is accountable to the Facilities Management's Assistant Manager of Administrative Services and is responsible for the duties associated with the processing of work orders including creation, entering expenses and if required invoicing external clients. This position also facilitates communication within Facilities Management and with external contacts such as customers, suppliers, visitors, contractors, Faculty, and Staff.
Position summary:
- Responsible for Facilities Management reception duties including greeting and directing the public and university community as well as opening and distributing mail, directing and transferring calls.
- Act as base communication for the department's portable radios and emergency tunnel telephones. Continuous monitoring of radio frequency and assist with facilitating communication to, from and between the trades staff.
- Relay reported emergencies in an efficient timely manner to the appropriate trades people.
- Process entries in the Facilities Management work order system originating from various sources including in person, phone, email, online and UNB security reports.
- Prepare invoices for services provided to external clients.
- Maintain and process chargebacks for special services such as key cutting.
- Distribute work orders. When work is complete the work orders must be closed and filed: follow-up with various individuals will be required to complete this task. Enter trade labour hours to work orders.
- Occasionally in entering account numbers, interaction with Financial Services will be required to ensure the account is properly set-up to be coded correctly.
- Provide assistance to campus departments to understand the Facilities Management billing process; using tact, diplomacy and judgement when dealing with questions or concerns. Initiate financial adjustments as required.
- Correct work order batches and file before month end.
- Keep track of several managers and foreman schedules with a check in/check out system.
- Maintain log system for distribution of Tender packages. Some large tenders may require bidders to purchase a tender package and/or a tender deposit. The incumbent is responsible for the collection of these fees.
- Understand and carry out moderately complex oral and written instructions; make minor decisions in accordance with rules and regulations as they apply to work problems.
- Sign for and direct deliveries for departmental staff and stores, when closed.
- Provide support and/or coverage to other departmental admin staff and/or Mail room as assigned.
- Other related duties as assigned.
Requirements/Skills:
- High school graduation supplemented by a recognized business diploma with two to three years related experience; or an equivalent combination of training and experience.
- Demonstrated experience in office procedures and related clerical duties.
- Ability to interact in a professional manner in both individual and group settings with the ability to develop positive working relationships across a multitude of departments, clients and contacts.
- Use of computerized maintenance management software, MS Office and Colleague would be considered an asset.
Closing date for applications, August 19, 2019 4:00PM. We thank all applicants for their interest but only those selected for an interview will be contacted.
The University of New Brunswick is committed to employment equity and fostering diversity within our community and developing an inclusive workplace that reflects the richness of the broader community that we serve. The University welcomes and encourages applications from all qualified individuals who will help us achieve our goals, including women, visible minorities, Aboriginal persons, persons with disabilities, persons of any sexual orientation, gender identity or gender expression. Preference will be given to Canadian citizens and permanent residents of Canada.
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