Office Services Clerk

Perfdrive; Vaughan; On-site; CAD 25,000 - 30,000; Full time

Benefits offered by this job

Flexible work arrangements

Job summary

The City of Vaughan is seeking an Office Services Clerk to manage day-to-day office support for the Corporate Mail and Print Services unit at City Hall. Responsibilities include printing, assembling, and distributing agendas and minutes, handling mail, and operating high-speed printers and related equipment.

Ideal candidates will have a minimum of one year in a print/mailroom environment, strong organizational skills, and the ability to lift 20 kg.

Qualifications

• Secondary school diploma or equivalent.
• Minimum one year experience in a print shop/mailroom.
• Ability to lift/move mail bags weighing up to 20 kg.

Responsibilities

• Print, assemble, distribute and deliver agendas and minutes for Council and related committees.
• Print agenda distribution lists and labels.
• Complete print requests from client departments.
• Sort, distribute, collect and process internal and external mail for all City departments.
• Operate CMPS equipment (copier/printer/scanner, binding machines, postage meters) and perform basic maintenance.
• Prepare Friday night agenda delivery for senior staff with signature check-off.
• Maintain KPI’s for CMPS operations and postage usage for reporting.
• Process external courier deliveries and generate shipping labels.

Skills

Organizational skills

Time management

Education

Secondary School Graduate or equivalent

Tools

MS Office

Adobe Suite

Job description

Union: CUPE 905 PT Clerical and Technical

Vacancy Type: Existing

Physical Location: City Hall

Working Conditions: Inside

Vaughan is one of Canada’s fastest-growing cities. Its emerging downtown, the Vaughan Metropolitan Centre; Canada’s first smart hospital, the Cortellucci Vaughan Hospital; and the 900-acre North Maple Regional Park continue to generate momentum and excitement. Be part of something amazing and build your career at the City of Vaughan!

The City is an equal-opportunity employer and a forward-looking municipality that is committed to fostering a dynamic workplace that is diverse, inclusive and welcoming. As an award-winning organization for its employment and diversity and inclusivity practices, the City is focused on providing its employees with a thriving professional environment that leverages flexible work arrangements, a family-focused benefits package emphasizing work-life balance, learning and growth opportunities, and a place where collaboration and teamwork are valued.

Excellence demands brilliant personalities, visionary thinking and a passion for public service. Vaughan is your place to grow.

Position Overview

The Office Services Clerk (OSC) is responsible for day-to-day office support functions of the Corporate Mail and Print Services (CMPS) unit for the City, Boards, Commission, etc. including the processing and distribution of internal/external mail, photocopying and other related services. Provides backup support to the Courier, Office Coordinator, and EIMS Clerk during absences, as required.

Responsibilities

• Working within tight time frames, responsible for the printing, assembly, distribution and delivery of agendas and minutes for Council and other related Council Committees.
• Prints agenda distribution lists and labels.
• Complete print requests from client departments.
• Uses software applications such as MS office and Adobe suite products to send print jobs to the high-speed photocopier, processing and transmitting jobs between printing devices as necessary.
• Responsible for sorting, distributing, collecting, and processing internal and external mail for all City departments, Libraries, and the Library Board at City Hall and satellite facilities.
• Sorts mail for delivery to City departments and packs courier mailbags for courier delivery to satellite facilities.
• Delivers in-coming mail to departments at City Hall and picks up out-going mail for processing.
• Performs key operator functions on CMPS equipment such as high-speed photocopier/printer/scanner, shrink wrap machine, cerlox binding machines, binding machine, folding/inserting machine, and postage meters with scales, including preventative maintenance of same.
• Maintains an inventory of photocopy paper and office supplies stock required for photocopy equipment (toner, staples, dry ink, etc.) at all times and replenishes as necessary to sustain operational needs.
• Ensures external mailings and parcels have appropriate postage, utilizing scales, and monitoring postage meter usage to ensure sufficient postage is available.
• Responsible for special custom CMPS service requests (e.g., bound/cerloxed reports, booklets, etc.) received from City departments including photocopying, printing, scanning, collating, inserting maps and schedules, binding/cerloxing of finished products, as necessary including quality assurance of same.
• Prepares Friday night agenda delivery for Mayor and Members of Council, City Manager and Senior staff, maintaining signature check off sheets when agendas are inserted into bags before delivery.
• Maintains key performance indicators (KPI’s) relating to daily operations and the usage of varying CMPS equipment including copiers, postage machines and folding/inserting machines for statistical and charge back purposes, ensuring that jobs are charged the correct amounts. This includes month-end postage reporting and reporting on matters observed and/or discovered that may affect CMPS operational performance.
• Responsible for processing external courier deliveries. This includes activities related to shipping and receiving mail items (envelopes and parcels) such as signing for deliveries, sending notifications to client departments, preparing, and generating shipping labels, redirecting deliveries as necessary etc.
• Performs other related tasks and projects, as assigned, which are in accordance with job responsibilities or necessary departmental or corporate objectives.

Qualifications and Experience

• Secondary School Graduate or equivalent.
• Minimum one (1) year experience in a print shop/mailroom environment.
• Good organizational skills accompanied with ability to comprehend technical and manual operating requirements of assigned equipment.
• Availability to work flexible hours as may be required to accommodate agenda photocopying, delivering, etc.
• Valid Class "G" driver's license, in good standing.
• Ability to lift/move mail bags/boxes weighing up to 20 kg.

Working Conditions

• Standard office environment.
• Regularly works late on Friday evenings and may work independently to produce agenda and ensure completion to meet delivery deadlines.

Please note that only candidates selected for interviews will be contacted.

The City of Vaughan is committed to diversity and inclusivity in employment and welcomes applications from qualified individuals of diverse backgrounds. The City of Vaughan is also committed to providing accommodations for people with disabilities. Please contact [e-mail] if you require an accommodation, and we will work with you to meet your needs.