LTO: Facility Services System Control Clerk

Peterborough Victoria Northumberland and Clarington Catholic District School Board; Peterborough; On-site; CAD 40,000 - 70,000; Full time

Job summary

Eine innovative Bildungseinrichtung sucht einen engagierten Facility Services System Control Clerk, der administrative Unterstützung für das Facility Services Department bietet. In dieser Rolle sind Sie verantwortlich für die Bearbeitung von Notrufen, die Verwaltung von Arbeitsaufträgen und die Unterstützung bei der Budgetierung und Buchhaltung. Sie bringen starke Kundenservicefähigkeiten und umfassende Kenntnisse in Büroorganisation und Datenmanagement mit. Diese Position bietet die Möglichkeit, in einem dynamischen Team zu arbeiten und zur Effizienz der Einrichtungen beizutragen. Wenn Sie eine Leidenschaft für Bildung und Facility Services haben, freuen wir uns auf Ihre Bewerbung!

Qualifications

• Umfassende Kenntnisse der Büropraktiken und -verfahren.
• Vertrautheit mit grundlegenden Buchhaltungs- und Finanzprinzipien.

Responsibilities

• Bereitstellung administrativer Unterstützung für das Facility Services Department.
• Verwaltung und Aktualisierung von Datenbanken und Berichten.

Skills

Kundenservice

Büroorganisation

Datenmanagement

Finanzbuchhaltung

Budgetierung

Education

3-jährige Hochschulausbildung oder Abschluss in einem verwandten Bereich

Tools

ebase

Microsoft Excel

Microsoft Word

Datenbanken

Job description

Facility Services System Control Clerk

Catholic Education Centre, Peterborough

35 h/w (12 m/y)

Effective: June 16, 2025 to September 4, 2026 or the return of the employee being replaced.

Competition Period

Applications can be done at home or from outside the school at www.applytoeducation.com no later than 12:00 p.m. on the closing date outlined above. If you have any questions, please reach out to Jennifer Brown ([e-mail]).

Please note this will be an interviewed position.

Job Function

Provide administrative support to the management and supervisory staff of the Facilities Services Department. The Facilities Clerk demonstrates strong internal and external customer service skills and a high level of knowledge relating to the organization and services provided by the facilities department and its processes.

The Facility Services Systems Control Clerk will be familiar with basic accounting, budgeting, and finance principles and will be proficient with various computer programs used for financial and data tracking and presentations in support of the Facility Services administrative team.

Requires extensive knowledge of office practices and procedures including records management.

Job Description

Facility Services

• Process emergency calls from Principal/Custodians, triage and troubleshoot the calls and direct to appropriate personnel.
• Monitor/triage and dispatch work orders through work order system (ebase) on a daily basis, and prepare various reports for review by Manager and Supervisors.
• Assist supervisors with organization of training and professional development of custodial and maintenance staff, including scheduling and preparation of materials.
• Provide clerical support for programs under the responsibility of the Facility Department: playground and other inspections, asbestos reports, work order management, capital construction management, security management.
• Maintain records, documentation, and system files regarding maintenance plans for complete building envelope (HVAC, electrical, overhead doors, hoists).
• Maintain and update UCD (Utility Consumption Database) working with Finance and the Ministry of Energy.

Finance

• Complete accounting functions including processing of purchase orders, p-cards, invoices, and utility bills and completing reconciliations as required.
• Liaise with school board finance and purchasing department personnel as required.
• Assist the manager and supervisors with preparation of periodic budget and expenditure reports by preparing reports and spreadsheets with historical data trends.

Purchasing

• Assist supervisors with processes related to Request for Proposals (RFP), Request for Quotation (RFQ), Tenders for facility needs (including snow removal, lawn cutting, maintenance contracts, etc.) and maintain associated documentation.
• Prepare purchase orders/purchase requisitions as required.
• Troubleshoot invoice and purchase order discrepancies with vendors and suppliers.

Data and Records Management

• Organize and maintain archival facility information, and coordinate submission of periodic reports to the Manager from various databases.
• Maintain any inventory documentation as required by Manager, e.g., portable classroom units, asset management.
• Assist with entry of data to Ministry’s School Facility Information System.
• Assist with entry of data and generating reports for Ministry VFA database.
• Access and review the Ministry Utilities Consumption Database regularly. Prepare and review reports regarding energy consumption to flag unusual activity, ensure database completeness, and maintain facility information.
• Maintain up-to-date information on the Facility Services webpage, including annual reports for lead, water testing, asbestos, and energy consumption.
• Assist with processing changes in Card Access Security System, maintaining database accuracy, and running reports for review by school principals and facilities administration.
• Maintain and update electronic versions of custodial and facility documents such as Custodial Manual, asset tracking spreadsheets, school renewal requests, etc.
• Provide support to Operations Supervisor and Health and Safety Officer regarding administrative processes for regulatory and insurance requirements (e.g., water flushing, lead testing, inspections, asbestos programs, confined spaces, hot work, OSBIE, SIPI).

General

• Assist in managing and maintaining Manager's schedule/calendar, telephone inquiries, travel, and attendance at meetings and conferences.
• Liaise with Vendors/Suppliers/Manufacturers.
• Provide assistance to other department team members when requested.
• Process and manage incoming and outgoing communications, including calls, memos, reports, and correspondence.
• Organize, schedule, distribute agendas, and take minutes at meetings.
• Initiate and prepare various correspondence requests, including internal memos and mass communications issued by Facility Services.

Job Requirements

• 3-year college diploma or degree in a related field, preferably business or facilities services.
• Knowledge of office practices and procedures, including records management.
• Basic knowledge of building practices (electrical, mechanical, structural).
• Basic knowledge of RFP and specification processes.
• Good understanding of departmental budgeting, purchasing, and accounting practices.
• Proficiency in computer software including spreadsheets, presentations, databases, financial systems, word processing, internet, and email applications.

PVNCCDSB is committed to achieving excellence in Catholic education. We leverage our inclusive culture to further build our diverse workforce, reflective of our communities. In accordance with AODA and OHRC, PVNCCDSB will work collaboratively and respectfully throughout the recruitment and employment process. For accommodations, contact our HR Officer at 705-748-4861 ext. 1283 or [e-mail].

In accordance with the Municipal Freedom of Information and Protection of Privacy Act, the personal information provided is collected under the Education Act and will be used to determine employment eligibility.