Clerk II, Document Delivery Services

University of Ottawa; Ottawa; On-site; CAD 42,000 - 54,000; Full time

Job summary

The University of Ottawa invites applications for a Library Assistant at the Library Annex. You will support interlibrary loans, locate and process documents, and prepare items for delivery to internal users and external libraries.

Responsibilities include shelving with an elevating platform, scanning articles, linking documents in ILMS, and handling deliveries at the loading dock, all while maintaining accuracy and safety standards. Bilingual English/French required.

Qualifications

• High school diploma or combination of relevant training and experience.
• At least 1 year of proven experience in a similar role.
• Ability to work at heights on an elevated platform (up to 17 feet) and to handle loads up to 23 kg.

Responsibilities

• Search for and locate documents in the library catalog or ILMS to process, ship, and track materials requested from external libraries or internal university users.
• Scan and provide articles to internal users and external institutions in accordance with Canadian copyright law.
• Receive and process documents requested for internal users while adding holds to their library records to automate receipt messages.
• Participate in linking documents in ILMS, update their location, and attach them to new locations.
• Receive daily deliveries at the Annex loading dock and forward requested documents within deadlines.
• Prepare documents for deliveries and print shipping labels.
• Work at heights up to 17 feet and lift up to 23 kg.
• Operate lift truck (WAVe) and related equipment; work at the Annex loading dock; possible Main Campus duties.

Skills

Bilingualism (French & English)

Teamwork

Customer service

Safety awareness

Education

High school diploma or equivalent

Tools

Forklift operation (WAVe)

Job description

About the Library:

At the Library Annex, participate in the borrowing of documents requested by internal university users, as well as the borrowing and lending of documents for local, national, and international libraries through the interlibrary loan service (ILL).

Link materials transferred to the Annex to make them accessible to users and safely shelve items daily using an operable lift truck.

In this role, your responsibilities will include:

Document supplies / Interlibrary Loan (ILL):

Search for and locate documents in the library catalog or in the integrated library management system (ILMS) to process, ship, and track materials requested from external libraries or internal university users. Scan and provide articles to internal users and external institutions in accordance with Canadian copyright law, as requested by the ILMS or ILL system, ensuring complete delivery. Receive and process documents requested for our internal users while adding holds to their library records to automate receipt messages.

Document linking at the Annex:

Participate in programming and printing barcodes for linking different sectors in order to replace them in the ILMS. Participate in linking documents of all formats to update existing files in the ILMS, modify their location, link them and attach them to their new location, and make any necessary corrections in the ILMS. Participate in other projects assigned by the supervisor

Receiving at the Annex loading dock:

Receive daily deliveries at the loading dock at the Annex and forward the requested documents within the pre-established deadlines while distributing the received material to key individuals in a secure manner.

Document delivery:

Prepare documents for various deliveries according to their destination. This includes preparing packages (boxing or enveloping) and logging into various accounts to enter the information needed to send and print shipping labels

What you will bring:

Essential Qualifications:

• High school diploma or combination of relevant training and experience
• At least one (1) year of proven experience in a similar role
• Ability to work at heights on an elevated platform (up to 17 feet) and to handle loads of up to 23 kg.

Additional qualifications:

• Experience interpreting and applying regulations and procedures related to bibliographic elements.
• Ability to verify, interpret, and record data accurately and precisely.
• Experience in using a computerized system.
• Ability to work as part of a team and independently.
• Experience in customer service as a resource person (telephone and email).
• Organizational skills, judgment, flexibility, and adaptability.
• Valid license to operate a forklift with an elevated driver’s seat (provided by the University’s training department, can be completed upon starting the job). The lift used is the WAVe (Work Assist Vehicle). The platform lift height is 9.8 feet with a reach working height of up to 17 feet.
• Bilingualism: French and English (spoken and written); to be considered for this position, candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute.

Working conditions for the role:

This role involves a combination of physical activity and operational duties. The incumbent may spend time sitting, standing, and performing data entry, as well as lifting and moving items weighing up to 23 kg. The position also requires the use of equipment such as a lift truck (including work at heights, with training provided), a pump truck, and two- or four-wheel carts. Work is regularly performed at the Annex loading dock, where the incumbent will receive deliveries and handle packages. As a result, there is exposure to environmental conditions such as cold temperatures, dry air, and occasional low-level exposure to gases.

The incumbent will be working at the Library Annex but might be required to work on the Main Campus when needed.

Key Competencies at uOttawa:

Planning: Organize in time a series of actions or events in order to realize an objective or a project. Plan and organize own work and priorities in regular daily activities.
Initiative: Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self-starting. Show availability and willingness to go above and beyond whenever it is possible.
Client Service Orientation: Help or serve others to meet their needs. This implies anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.
Teamwork and Cooperation: Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team.

The University of Ottawa embraces diversity and inclusion in the workplace. We are passionate about our people and committed to employment equity. We foster a culture of respect, teamwork and inclusion, where collaboration, innovation, and creativity fuel our quest for research and teaching excellence. While all qualified persons are invited to apply, we welcome applications from qualified Indigenous persons, racialized persons, persons with disabilities, women and LGBTQIA2S+ persons. The University is committed to creating and maintaining an accessible, barrier-free work environment. The University is also committed to working with applicants with disabilities requesting accommodation during the recruitment, assessment and selection processes. Applicants with disabilities may contact [e-mail] to communicate the accommodation need. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Note: if this is a union position:

The hiring process will be governed by the current collective agreement related to the union affiliation noted above; you can click here to find out more.

If this is a front-line position with responsibilities to interact with students, selected candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute.

Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to be fully vaccinated against Covid-19 as defined in Policy 129 – Covid-19 Vaccination. This policy was suspended effective May 1, 2022 but may be reinstated at any point in the future depending on public health guidelines and the recommendations of experts.