Office Services Clerk

College of Physicians & Surgeons of Alberta; Edmonton; On-site; CAD 46,000 - 62,000; Full time

Job summary

The College of Physicians & Surgeons of Alberta seeks an Office Services Clerk to provide clerical and kitchen support for the Corporate Services department. Responsibilities include mail handling, document scanning, inventorying supplies, coordinating maintenance, and supporting visitor management.

The role requires an administration certificate (or equivalent), at least one year of experience, and the ability to lift up to 20 lbs. Proficiency in Microsoft Office is preferred.

Qualifications

• Required: Certificate in administration or equivalent.
• Required: 1 year of related experience.
• Required: Ability to lift up to 20 lbs.
• Preferred: Proficiency in Microsoft Office 365.
• Preferred: Strong organization and communication skills with prioritization ability.
• Preferred: Strong attention to detail.

Responsibilities

• Order and maintain supplies for kitchens and office spaces.
• Manage incoming mail, scanning and indexing documents, and records handling.
• Coordinate office maintenance and repairs; manage visitor check-in support.
• Set up new desks and orient new hires; support council and team meetings.
• Assist with records administration, scans, indexing, and off-site storage.
• Process outgoing mail and couriers; track vendor invoices.
• Support Corporate Services projects, documentation and follow-up.

Skills

Organizational skills

Communication skills

Attention to detail

Education

Certificate program in administration or equivalent

Tools

Microsoft Office or Office 365

Job description

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 processing incoming mail, scanning and indexing of documents, ordering kitchen supplies, arranging equipment and office maintenance, and supporting the visitor management system.

KEY RESPONSIBILITIES:

• Order and maintain supplies for the kitchens
• Stock beverages in fridges and coffee stations as required
• Track receipt of goods and code vendor invoices
• Organize and maintain kitchens, staff rooms and all other meeting rooms, including cleaning fridges, microwaves, ice machine, cutlery drawers, and cupboards
• Wipe down tables and counters in kitchen and meeting spaces as required
• Unload and load dishwashers; redistribute dishes across staff rooms and coffee stations
• Pick up, sort and distribute incoming mail
• 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 fixed assets records, order office furniture and equipment, arrange for equipment maintenance, and code office equipment invoices as needed
• Set up new employee desks 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
• Order and maintain supplies throughout the office
• Process outgoing mail and couriers
• 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 processes 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
  • Strong attention to detail

SALARY

The annual salary for this position is $53,816 and includes a comprehensive benefits package and pension plan.

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.

Applications will be accepted until 4:00 p.m. MST on Friday, October 23, or until a suitable candidate is identified.

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.