Facility Management Clerk/Receptionist
About the role
Job Description
Section: Facilities Management
Division: Asset and Fleet Services
Department: Corporate Services
Initial Reporting Location: Tom Davies Square
Job Status: Limited Position
Estimated Probable Duration: Seven (7) Months (may be extended)
Affiliation: CUPE 4705 Inside Unit
Hours of Work: 70 hours bi-weekly
Shift Work Required: No
Range of Pay: Group 5 - $26.68 to $30.82 per hour
The start date will follow the selection process.
Characteristic Duties: Under the direct supervision of the Manager of Facilities Management.
- File and maintain building maintenance related records, documents, correspondence and other data.
- Maintain an appropriate Bring Forward (B.F.) system for Building Maintenance staff.
- Maintain facility logs and input data regarding maintenance work orders into the Computerized Maintenance Management Systems (i.e. MaintenanceCare); trend data, create reports and statistics for benchmarking purposes and required.
- Provide clerical services and type forms, memos and correspondence, and other documents as required.
- Receive, record, and file mail, log action taken, and retrieve appropriate background material as required.
- Act as receptionist, monitor telephone calls, answer associated inquiries and assign work orders to appropriate staff.
- Prepare invoices for authorization, billing advices and PeopleSoft requisitions for purchase orders.
- Contact suppliers, contractors, security and janitorial firms as required regarding building maintenance matters and conduct follow up status.
- Schedule meetings and take minutes as required.
- Maintain petty cash.
- Coordinate and implement requirements for events / use of the Tom Davies Square Courtyard/Foyer in accordance with established facility use of space protocol.
- Assist in the development of Preventative Maintenance programs.
- Receive complaints and inquiries regarding facilities and their operation from tenants, employees and the public, and refer to the appropriate staff.
- Track and enter training information for Building Maintenance staff. Maintain database of updated WSIB Certificates and Health and Safety information as required.
- Assist other secretarial/clerical staff during times of overload, vacations or absence.
- Develop and maintain a thorough working knowledge of CGS’s Safety Manual and the applicable Provincial Legislation listed therein.
- Perform other related duties as may be required.
Qualifications:
- Successful completion of Secondary School (Grade XII) Education.
- Over one (1) year up to and including two and one-half (2½) years related experience.
- Knowledge of various computer applications including Windows based systems, word processing and spreadsheet software, files maintenance, information input and retrieval.
- Ability to demonstrate accurate keyboarding skills at a minimum speed of fifty (50) words per minute.
- Ability to demonstrate transcription of dictation from recording equipment.
- Ability to demonstrate interpersonal skills in dealing with the public in a courteous and effective manner.
- Excellent use of English; verbally and in writing.
- French verbal and written skills an asset.
- Satisfactory health, attendance and employment history.
Competencies: Competency Library - Level 1 Proficiency
This job is also being posted as a development opportunity. Should there be no fully qualified candidate for this position, a candidate who can be expected to meet the required qualifications within a reasonable period of time may be considered for this position as a development opportunity.
Development opportunity range of pay: $26.30 to $30.03 per hour. The successful candidate will be paid at the reduced range until the minimum qualifications have been met.
How To Apply
If you are viewing this job posting through a website other than the City of Greater Sudbury's, please visit www.greatersudbury.ca/jobs to apply online.
We must receive your resume before 11:59 p.m. on Wednesday, July 2, 2025. For those providing a French language resume, please also include an English version.
- Follow the step by step application process.
- Ensure you attached a cover letter and resume. Acceptable file types are:
- .doc
- .docx
- .txt
- .rtf
- Upon submission of your application, you will get a confirmation on the screen that your application has been successfully submitted. You will also receive an e-mail confirmation to the e-mail address on your profile.
All applicants are thanked for their interest in this position. Only those selected for an interview will be contacted. If contacted, and you require a disability related accommodation in order to participate in the recruitment process you must advise the Hiring Manager.
Live outside Canada or new to Canada?
The City of Greater Sudbury is dedicated to maintaining a fair, inclusive, and equitable work environment and our City welcomes qualified applicants from anywhere. To learn more about working in Canada, visit this webpage: Applicants Living Outside of Canada (greatersudbury.ca)
Contact Us:
For technical difficulties, issues, questions or accommodations with an application made online email myJOBS@greatersudbury.ca
About Greater Sudbury
Welcome to the City of Greater Sudbury, a growing community recognized for innovation, leadership and a great northern lifestyle.
As an employee of our municipality, you get to enjoy working as a part of a team which enhances the quality of life for our residents. We provide a great employment experience which leads to a great resident experience. If you are passionate about our community, its people and its future, join our team and we can work together for an even better Greater Sudbury.
Our work is service driven and there are hundreds of technical, professional and operational roles that provide service to residents and businesses in our community. Local government provides an unparalleled environment to see your work transformed into a positive contribution to your city.
Facility Management Clerk/Receptionist
About the role
Job Description
Section: Facilities Management
Division: Asset and Fleet Services
Department: Corporate Services
Initial Reporting Location: Tom Davies Square
Job Status: Limited Position
Estimated Probable Duration: Seven (7) Months (may be extended)
Affiliation: CUPE 4705 Inside Unit
Hours of Work: 70 hours bi-weekly
Shift Work Required: No
Range of Pay: Group 5 - $26.68 to $30.82 per hour
The start date will follow the selection process.
Characteristic Duties: Under the direct supervision of the Manager of Facilities Management.
- File and maintain building maintenance related records, documents, correspondence and other data.
- Maintain an appropriate Bring Forward (B.F.) system for Building Maintenance staff.
- Maintain facility logs and input data regarding maintenance work orders into the Computerized Maintenance Management Systems (i.e. MaintenanceCare); trend data, create reports and statistics for benchmarking purposes and required.
- Provide clerical services and type forms, memos and correspondence, and other documents as required.
- Receive, record, and file mail, log action taken, and retrieve appropriate background material as required.
- Act as receptionist, monitor telephone calls, answer associated inquiries and assign work orders to appropriate staff.
- Prepare invoices for authorization, billing advices and PeopleSoft requisitions for purchase orders.
- Contact suppliers, contractors, security and janitorial firms as required regarding building maintenance matters and conduct follow up status.
- Schedule meetings and take minutes as required.
- Maintain petty cash.
- Coordinate and implement requirements for events / use of the Tom Davies Square Courtyard/Foyer in accordance with established facility use of space protocol.
- Assist in the development of Preventative Maintenance programs.
- Receive complaints and inquiries regarding facilities and their operation from tenants, employees and the public, and refer to the appropriate staff.
- Track and enter training information for Building Maintenance staff. Maintain database of updated WSIB Certificates and Health and Safety information as required.
- Assist other secretarial/clerical staff during times of overload, vacations or absence.
- Develop and maintain a thorough working knowledge of CGS’s Safety Manual and the applicable Provincial Legislation listed therein.
- Perform other related duties as may be required.
Qualifications:
- Successful completion of Secondary School (Grade XII) Education.
- Over one (1) year up to and including two and one-half (2½) years related experience.
- Knowledge of various computer applications including Windows based systems, word processing and spreadsheet software, files maintenance, information input and retrieval.
- Ability to demonstrate accurate keyboarding skills at a minimum speed of fifty (50) words per minute.
- Ability to demonstrate transcription of dictation from recording equipment.
- Ability to demonstrate interpersonal skills in dealing with the public in a courteous and effective manner.
- Excellent use of English; verbally and in writing.
- French verbal and written skills an asset.
- Satisfactory health, attendance and employment history.
Competencies: Competency Library - Level 1 Proficiency
This job is also being posted as a development opportunity. Should there be no fully qualified candidate for this position, a candidate who can be expected to meet the required qualifications within a reasonable period of time may be considered for this position as a development opportunity.
Development opportunity range of pay: $26.30 to $30.03 per hour. The successful candidate will be paid at the reduced range until the minimum qualifications have been met.
How To Apply
If you are viewing this job posting through a website other than the City of Greater Sudbury's, please visit www.greatersudbury.ca/jobs to apply online.
We must receive your resume before 11:59 p.m. on Wednesday, July 2, 2025. For those providing a French language resume, please also include an English version.
- Follow the step by step application process.
- Ensure you attached a cover letter and resume. Acceptable file types are:
- .doc
- .docx
- .txt
- .rtf
- Upon submission of your application, you will get a confirmation on the screen that your application has been successfully submitted. You will also receive an e-mail confirmation to the e-mail address on your profile.
All applicants are thanked for their interest in this position. Only those selected for an interview will be contacted. If contacted, and you require a disability related accommodation in order to participate in the recruitment process you must advise the Hiring Manager.
Live outside Canada or new to Canada?
The City of Greater Sudbury is dedicated to maintaining a fair, inclusive, and equitable work environment and our City welcomes qualified applicants from anywhere. To learn more about working in Canada, visit this webpage: Applicants Living Outside of Canada (greatersudbury.ca)
Contact Us:
For technical difficulties, issues, questions or accommodations with an application made online email myJOBS@greatersudbury.ca
About Greater Sudbury
Welcome to the City of Greater Sudbury, a growing community recognized for innovation, leadership and a great northern lifestyle.
As an employee of our municipality, you get to enjoy working as a part of a team which enhances the quality of life for our residents. We provide a great employment experience which leads to a great resident experience. If you are passionate about our community, its people and its future, join our team and we can work together for an even better Greater Sudbury.
Our work is service driven and there are hundreds of technical, professional and operational roles that provide service to residents and businesses in our community. Local government provides an unparalleled environment to see your work transformed into a positive contribution to your city.