Reporting to Manager, Central Support, this position is responsible for receiving, sorting, distributing, and shipping all incoming and outgoing mail and supplies. Administrative Support Clerk – Mail and Supplies will also keep 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 signing for all mail and parcels.
Pick up and distributing all outgoing mail and files from each division.
Prepare Canada Post and courier manifest.
Contact assigned courier for pickups when a large volume of mail is leaving head office.
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 from each division 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.
Handle inquiries regarding mail-outs, such as size of inserts in regards to the envelope being used, and mailing costs.
Collect and prepare data and spread sheets regarding mail-outs for historical purposes and budget planning.
The knowledge and skills required for this position are acquired through completion of Grade 12 education, supplemented by related clerical experience and life experience combined with on-the-job training as well as some specialized training external to the work unit. Other qualifications include:
Demonstrates integrity with a focus on service excellence and innovation.
Mechanical and technical ability to run a variety of office machines, including postage and shipping equipment, high capacity duplicating machines and mail inserter equipment.
Ability to plan, organize and manage workload while working independently with minimal supervision.
The successful candidate must provide an acceptable criminal record check and should the successful candidate participate in the Crop Insurance or AgriStability Programs, their account must be in good standing. In addition, the successful candidate must possess a valid driver’s license. This position is required to stand and walk for prolonged periods of time and lift heavy objects up to 50 pounds.