LTO: Facility Services System Control Clerk

St. Clement's School; Peterborough; On-site; CAD 45,000 - 60,000; Full time

Job summary

A leading educational institution in Peterborough is seeking a Facility Services System Control Clerk to provide vital administrative support to the Facilities Services Department. The ideal candidate will demonstrate strong customer service skills and possess knowledge of office practices, budgeting, and financial management. Responsibilities include processing work orders, assisting with training, and maintaining records. This role offers a unique opportunity to contribute to a dynamic team dedicated to excellence in Catholic education.

Qualifications

• 3 years college diploma or degree in business or facilities services.
• Sound knowledge of office practices and procedures including records management.

Responsibilities

• Provide administrative support to management and supervisory staff.
• Process emergency calls and monitor work orders.
• Assist with budgeting and purchasing processes.

Skills

Customer Service

Records Management

Budgeting

Education

3 year college diploma or degree in a related field

Tools

Spreadsheets

Electronic Database Systems

Financial Management Systems

Word Processing

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

1. Process emergency calls from Principal/Custodians, triage and troubleshoot the calls and direct to appropriate personnel.

2. 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

3. Assist supervisors with organization of training and professional development of custodial and maintenance staff, including scheduling and preparation of materials

4. 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

5. Maintain records, documentation and system files regarding maintenance plans for complete building envelope (HVAC, electrical, overhead doors, hoists)

6. Maintain and update UCD (Utility Consumption Database) database working with Finance and the Ministry of Energy.

Finance

7. Complete accounting functions including processing of purchase orders, p-cards, invoices and utility bills and completing reconciliations as required

8. Liaise with school board finance and purchasing department personnel as required.

9. Assist the manager and supervisors with preparation of periodic budget and expenditure reports by preparing reports and spreadsheets with historical data trends

Purchasing

1. 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.

2. Prepare purchase orders/purchase requisitions as required

3. Troubleshoot invoice and purchase order discrepancies with vendors and suppliers

Data and Records Management

1. Organize and maintain archival facility information, and coordinate submission of periodic reports to the Manager from various databases.

2. Maintain any inventory documentation as required by Manager i.e. portable classroom units, asset management

3. Assist with entry of data to Ministry’s School Facility Information System

4. Assist with entry of data and generating of reports for Ministry VFA database

5. Access and review the Ministry Utilities Consumption Database on a regular basis. Prepare and review regular reports regarding energy consumption to flag unusual activity ensure database is complete and maintain the facility information within the database.

6. Maintain up-to-date information on the Facility Services webpage, ensuring all appropriate information is posted on a timely basis including annual reports for lead, water testing, asbestos and energy consumption.

7. Assist with processing changes in Card Access Security System, maintaining accuracy of database and running reports for review by school principals and facilities administration.

8. Maintain and update electronic versions of custodial and facility documents such as Custodial Manual, custodial asset tracking spreadsheets, school renewal requests etc. as required by the administrative team

9. Provide support to Operations Supervisor and Health and Safety Officer with respect to administrative processes related to various regulatory and insurance requirements i.e. water flushing, lead testing, Health and Safety inspections, asbestos programs, confined spaces, hot work, OSBIE, SIPI etc.

General

1. Assist in managing and maintaining Manager schedule/calendar, telephone inquiries, travel and attendance at meetings and conferences

2. Liaise with Vendors/Suppliers/Manufacturers

3. Provide assistance to other members of the department team when requested

4. Process and effectively manage incoming and outgoing communications, including phone calls, memos, reports and general correspondence to determine their significance and plan their distributions and/or responses as necessary.

5. Organize, schedule, distribute agendas and take minutes at meetings.

6. Initiate and prepare a variety of correspondence requests, including internal numbered memos, and mass communications issued by Facility Services

Job Requirements:

1. 3 year college diploma or degree in a related field, preferably business or facilities services.

2. Sound knowledge of office practices and procedures including records management.

3. Basic knowledge of building practices (electrical/mechanical/structural).

4. Basic knowledge of Requests for Proposal and specification processes.

5. Good working knowledge of departmental budgeting and purchasing processes, and accounting practices and procedures.

6. Proficiency in computer software including spreadsheets, presentations, electronic database systems, financial management systems, word processing, internet and email applications .

PVNCCDSB is committed to achieving excellence in Catholic education. We leverage our inclusive organizational culture to further build upon our dynamic and diverse workforce, reflective of the communities we serve. In accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code (OHRC), PVNCCDSB will work collaboratively and respectfully with you in all stages of the recruitment process and throughout your employment. For further information about what accommodation and accessibility look like at PVNCCDSB please refer toour website. If you require accommodation at any stage of the hiring process, please contact our HR Officer at 705-748-4861 ext. 1283 or email [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 eligibility for employment.