Administrative Support Clerk

What you'll do:

Reporting to the Team Manager, Central Support, this position is responsible for receiving, sorting, distributing, and shipping all incoming and outgoing mail and supplies. Administrative Support Clerk keeps an inventory of all standard supplies used by the Corporation and provide in-house print and photocopying service.

• Sign for all inter-office and courier packages delivered daily.
• Sort, forward, and distribute all inter-office mail.
• Pick up and distributing all outgoing mail and files from each division.
• Prepare Canada Post and courier manifest.
• Receive and fill supply requisitions, alert procurement officer when supplies are low, receive purchased supplies for restocking inventory, and fill back-orders.
• Ensure all printing requests are completed according to instructions, on or before required completion date.
• Operate the folder/inserter machine, with the correct print job criteria, and ensure a good supply of envelopes, inserts and mail tubs/mail cages are on hand when a large mail out is expected.
• Operate the courier and Canada Post shipping systems, as well as high speed postage machine.
• Customer service responsibilities include answering inquiries about mail outs, on –hand supplies, special order supplies, and marketing materials.
• Maintain office equipment and place service calls when required.
• Pick up confidential shred bins and prepare for pick-up by the designated shredding company.
• Complete spot checks of Canada Post and courier invoices to ensure the charges are valid.
• Collect and prepare data and spreadsheets regarding mail-outs for historical purposes and budget planning.
• Record, organize, prepare, and scan incoming SCIC customer documents.
• Validate and export scanned documents and e-documents.
Manage a filing system for a large capacity of highly confidential and time sensitive documents; ensuring freedom of information and protection of privacy (FIPPA) standards are met.

Qualifications:

• To be successful in this position you will need a grade 12 diploma, supplemented by clerical experience.
• Mechanical and technical ability to run a variety of office machines, including postage and shipping equipment, high capacity duplicating machines and mail inserter equipment as well as scanners, photocopiers, and printers used within SCIC.
• Ability to perform a large volume of repetitive tasks requiring numerical accuracy.
• Computer skills and experience using Microsoft Office 365 and other software.
• A criminal record check is required.
• Should the successful candidate participate in the Crop Insurance or AgriStability Programs, their account must be in good standing.
• Must possess a valid driver’s license.
• Required to stand and walk for prolonged periods of time and lift heavy objects up to 50 pounds.

Competencies:

• Service Excellence: Follows through on commitments and responds to inquiries, emails, requests and complaints in a timely fashion. Follows through on commitments and responds to inquiries, emails, requests and complaints in a timely fashion. Always displays respect, professionalism and dignity in daily interactions.
• Personal Leadership and Development: Demonstrates integrity, openness and inclusiveness by treating self and team members with respect and empathy. Recognizes personal strengths and continues to develop them. Leads as needed, regardless of position.
• Strategic Thinking: Prioritizes work in alignment with organizational objectives. Asks questions to gain a clear understanding. Has a clear understanding of organizational objectives and aligns daily tasks to strategic goals.
• Decision Making: Uses information to make timely and appropriate decisions for the position. Will move the decision making to the appropriate level when the decision is outside of the position scope. Decisions are aligned with position responsibilities, boundaries and organizational policies and practices.
• Innovation: Is a self-starter. Challenges the status quo when needed and looks for ways to improve internal processes or practices. Assists in implementing changes.
• Analytical Thinking: Makes suggestions at team meetings and to manager on potential/known issues and possible solutions. Identifies discrepancies within work and makes appropriate adjustments. Asks questions to gain a clear understanding.
• Team Collaboration: Shares knowledge and experience with others. Brings forward ideas, solutions and concerns to help the team problem solve and build solutions. Respects contributions of all team members, demonstrating cooperation and support for team decisions.
• Building Organizational Community: Is friendly, positive and professional with people they meet. Works independently, interdependently and participates as a contributing member across work teams. Respects ideas and contributions of others.
• Communication: Responds to concerns in a respectful manner. Is accessible and welcomes open communication. Listens actively and objectively without interrupting.
• Accountability: Assumes responsibility for personal actions, behaviours and results. Models the values of the organization. Actions are consistent with words (“walks the talk”).
• Performance Management: Completes all assigned duties on a consistent basis with energy and drive. Achieves quality of work on a consistent basis. Strives for service excellence.
• Planning and Risk Management: Creates a personal work plan that contributes to the goals and work assigned to self and team. Assumes responsibility for work plans and projects and delegates tasks where appropriate. Organizes and prioritizes work to implement plans.