Clerk/Receptionist, Operations

STATUS: This is a regular full-time position

SITE: Various BC-CfE sites and locations

RATE: $43,758 – $54,697

REQ ID: 2024-092

1.0      JOB SUMMARY        

Reporting to the Facilities Manager, the Clerk/Receptionist, Operations is responsible for greeting clients, visitors, directing them to the appropriate areas, and performing a variety of clerical duties.

2.0      DUTIES       

• Perform receptionist and  clerical duties including answering telephones, responding to inquiries and requests for information, greeting and directing clients, visitors and maintenance providers, and forwarding problems and complex queries to the appropriate personnel.
• Conduct a check of the designated Facility and note any facilities/maintenance concerns and parking violations and relay information to the Manager, Facilities.
• Respond to facilities issues or maintenance request from employees.
• Receives, directs and relays telephone messages, emails and fax messages
• Sorts, date stamps and distributes incoming/outgoing mail and arrange couriers
• Process incoming and outgoing mail; receive, open and date stamp incoming mail, package, sort and distribute, prepare outgoing mail, sign courier receipts and send/ receive faxes.
• Take inventory of facilities supplies: in consultation with Clinical Team order clinical supplies, and order office, facilities and maintenance articles.  Receive supplies, checking to ensure order is complete, and serve as the point of contact for vendors and drivers.  Stock supplies, excluding clinical supplies, in designated areas.
• Manages office supplies, physical plant contact and equipment
• Provide clerical support by performing tasks such as booking meetings, following up on action items, filing, routing paperwork, opening and forwarding mail, faxing, photocopying and ordering office supplies.
• Assist in the planning, booking and preparation of meetings, conferences and conference telephone calls.
• Maintain employee directories and phone lists
• Maintain a variety of records by performing duties such as data entry and collating information.
• Type and distributes a variety of material such as correspondence, reports, notices, agendas, notes/minutes of meetings and spreadsheets by utilizing various computerized word processing and spreadsheet software packages.
• Perform other duties as required.

3.0      QUALIFICATIONS        

3.1      Education, Training and Experience

Grade 12 supplemented by an Office Administration Certificate and two (2) years of recent related experience, or an equivalent combination of education, training and experience.  Proficiency with MS Office (Word, Excel, Outlook) required. 

3.2      Skills and Abilities

• Ability to maintain confidentiality and exercise discretion
• Strong organizational skills
• Demonstrated knowledge of administrative and clerical procedures
• Demonstrated knowledge of excellent customer service principles and practices
• Ability to be sensitive, tactful and diplomatic with clients and the public.
• Ability to communicate effectively both verbally and in writing.
• Ability to work independently and effectively with others.
• Ability to organize and prioritize work.
• Ability to operate related equipment.
• Physical ability to carry out the duties of the position.

4.0      REPORTING STRUCTURE        

Reports to the Manager, Facilities

CONTACT:
c/o Human Resource Coordinator, BC Centre for Excellence in HIV/AIDS, Vancouver, BC, e-mail: careers@bccfe.ca