Description

Performs a variety of clerical and receptionist functions such as performing electronic data entry, maintaining parking control, maintaining vehicle database and key distribution systems, receiving and distributing mail, answering the telephone and responding to counter inquiries and providing secretarial support for the department.

MAJOR DUTIES & RESPONSIBILITIES

1. Provides receptionist duties by receiving visitors, providing information and directing to appropriate area; answers the telephone, directs calls and takes messages.
2. Compiles parking permits inventory on spreadsheets; issues parking permits and e-permits as required for staff and students; maintains records of parking violations; collects fines, maintains cash float and issues receipts.
3. Maintains a vehicle fleet database by handling requests, booking vehicles, preparing schedules and completing the necessary documentation; keys related information and prepare spreadsheets.
4. Maintains a key inventory and control system by handling requests, ordering, receiving and issuing keys, and updating electronic and manual records.
5. Liaises with external parking contractors to maintain and monitor systems such as multi-space machines, and parking control gates.
6. Works with the insurance broker to arrange and maintain TRU fleet vehicle insurance.
7. Works with IT Services to develop parking application system and handle associated difficulties.
8. Processes application forms for bike compound keys and distribute keys to students and staff.
9.



Types routine correspondence; sets up and maintains files; receives, sorts and distributes internal mail; compiles data and prepares reports.
10. Take minutes or notes and provides information on parking violations at Parking Appeal Committee meetings.
11. Maintains departmental office supplies and equipment.
12. Trains general office overload and relief personnel.
13. Perform duties of Facilities Services Clerk such as receiving and handling problem maintenance calls and responding to emergencies, generating work control documents and time sheets.

REPORTS TO

Director, Facilities

Requirements

EDUCATION

- Grade 12 plus two years’ post-secondary education or equivalent

EXPERIENCE

- Three years’ related experience, including one year of experience with electronic word processing and data entry

SKILLS, KNOWLEDGE OR ABILITIES RELATED TO THE JOB

- Ability to perform electronic word processing at 60 wpm and data entry
- The proven ability to take and transcribe minutes and correspondence at 70 verbal wpm
- Ability to deal courteously and tactfully with others including students, staff and members of the general public
- Ability to communicate effectively both verbally and in writing
- Ability to organize work
- Ability to operate related equipment such as photocopier, 2-way radio and pager system

WORKING CONDITIONS

- Working at computer and desk, front counter work; general office conditions
- Sitting/standing for long periods of time

📌 Clerk/Receptionist - (Facilities) - (00197.23)
🏢 Thompson Rivers University
📍 Kamloops