Office Services Clerk

Job summary

The Office Services Clerk provides clerical and administrative support to the Corporate Services department, including kitchen maintenance, mail handling, and document management. The role also involves coordinating office repairs, supporting the visitor management system, and assisting with meeting setups.

Job details

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: * Provide kitchen support: * 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 * Provide general office support: * 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 * Provide backup coverage for general administration support: * 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. Along with your resume, please submit a cover letter outlining why you are the right candidate for this position by telling us how your relevant work experience has prepared you to undertake this role. A submission without a cover letter will not be considered. 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.

What you’ll do

The Office Services Clerk provides clerical and administrative support to the Corporate Services department, including kitchen maintenance, mail handling, and document management. The role also involves coordinating office repairs, supporting the visitor management system, and assisting with meeting setups.

Requirements

Candidates must possess a certificate program in administration or equivalent and at least one year of related experience. The role requires the physical ability to lift up to 20 lbs and proficiency in Microsoft Office.

Benefits

• Comprehensive benefits package
• Pension plan

Listed skills

• Records Administration · Preferred
• Quality assurance · Preferred
• Administrative Support · Preferred
• Microsoft Office · Preferred
• Communication Skills · Preferred
• Attention to detail · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Clerical assistance
• Mail processing
• Document scanning
• Indexing
• Kitchen support
• Office maintenance
• Visitor management
• Vendor invoice coding
• Fixed assets records
• Records administration
• Quality assurance
• Administrative support
• Microsoft Office
• Communication skills
• Organizational skills
• Attention to detail
• Office Equipment
• Ice Machines
• Administrative Support
• Microsoft 365
• Furniture Cleaning
• Equipment Maintenance
• Lifting Ability
• Clerical Works
• Communication
• Corporate Services
• Continuous Quality Improvement (CQI)
• Fixed Asset
• Invoicing
• Quality Assurance
• Troubleshooting (Problem Solving)
• Visitor Management
• Electromagnetic Waves
• Coordinating
• Prioritization
• Detail Oriented

Job areas

• Administrative
• Customer Service & Support
• Office Services Clerk
• Administrative Clerk / Coordinator
• General Office Clerks
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive

More jobs from College of Physicians & Surgeons of Alberta (CPSA)