Office Services Clerk

College-of-Physicians-; Edmonton; On-site; CAD 24,000 - 30,000; Part time

Job summary

College of Physicians and Surgeons of Alberta is seeking an Office Services Clerk for a permanent, part-time role at 17.5 hours per week. The incumbent will work independently to support Corporate Services with clerical tasks, mail handling, supplies, and visitor management, ensuring smooth office operation.

Responsibilities include scanning/indexing documents, records management, equipment coordination, and assisting with meetings and after-hours requests.

Qualifications

• Certificate program in administration or equivalent.
• 1 year of related experience.
• Ability to lift up to 20 lbs.

Responsibilities

• Provide general office, facilities, meeting and kitchen support.
• Process incoming and outgoing mail and manage supplies.
• Coordinate office maintenance and visitor management.
• Scan and index documents and manage records.
• Assist with Council meetings and staff events as required.
• Support Corporate Services projects and process improvements.
• Perform other duties as required.

Skills

Advanced organizational skills

Strong attention to detail

Effective communication

Education

Certificate program in administration or equivalent

Tools

Microsoft Office

Microsoft Office 365

Job description

This is a permanent, part-time opportunity working 17.5 hours per week.
The Office Services Clerk works independently to provide clerical assistance to the Corporate Services department for general office and kitchen support. This role is responsible for ensuring the ongoing functionality of the CPSA office, including scanning and indexing of documents, processing incoming and outgoing mail, ordering supplies, arranging equipment and office maintenance, and supporting the visitor management system.

KEY RESPONSIBILITIES

• Provide general office, facilities, meeting and kitchen support:
  • Pick up, sort and distribute incoming mail and process outgoing mail.
  • Order, stock, and maintain supplies throughout the office and kitchens.
  • Track receipt of goods and code vendor invoices.
  • Organize and maintain kitchens, staff rooms and all other meeting rooms, including cleaning fridges, microwaves, cutlery drawers, cupboards and loading/unloading of dishwashers.
  • Wipe down tables and counters in the kitchen and meeting spaces as required.
  • Organize and act as liaison for office maintenance and repairs.
  • Monitor and support the visitor management system, including visitor check-in assistance, troubleshooting, process updates and provide assistance as required.
  • Maintain the fixed assets records, order office furniture and equipment, arrange for equipment maintenance, and code office equipment invoices as needed.
  • Set up new employee desk and host administration orientation for new hires.
  • Set up and take down for Council meetings and assist with other team meetings as required.
  • Coordinate requests for after-hours meetings.
• Provide support for records administration:
  • Scan and upload documents, perform quality assurance and identify appropriate indexing properties.
  • Monitor scanning program for potential batch errors.
  • Inventory records as required and maintain off-site storage of files
• Provide administrative support for Corporate Services projects and initiatives through coordination, documentation, tracking, follow-up and implementation support.
• In support of continuous quality improvement, review and make recommendations for updating process or procedures within the program.
• Other duties as required

QUALIFICATIONS

• Required Minimum Qualifications:
  • Certificate program in administration or equivalent.
  • 1 year of related experience.
  • Ability to lift up to 20 lbs.
• Preferred Qualifications and Experience:
  • Proficiency in Microsoft Office or Microsoft Office 365.
  • Advanced organizational and communication skills and ability to prioritize tasks.
  • Strong attention to detail.

SALARY

The annual salary for this position is $26,908 and includes a small benefits package.

Please note that the successful candidate will be required to provide a Criminal Record Check satisfactory to CPSA.

We thank all candidates for their interest in CPSA. Only those selected to move forward in our selection process will be contacted.

By applying to this position, you are confirming you possess either Canadian Citizenship, permanent resident status, or a valid work permit.

CPSA embraces diversity and equal opportunity. The more inclusive we are, the better we can do our work. All candidates are considered for employment regardless of age, race, ethnicity, religion or belief, sex, sexual orientation, gender identity or expression, national origin, veteran or disability status.

CPSA's work of regulating physicians and physician assistants takes place throughout Alberta. Our office is in Treaty 6 Territory, traditional lands of many First Nations, including the Cree, Saulteaux, Blackfoot, Dene and Nakota Sioux. We are located within the Métis Homeland and acknowledge the Inuit who call this place home.