Clerk, Campus Facilities

• Facilitates the booking and allocation of available fleet vehicles to support campus transportation needs.
• Serves as the primary point of contact for Business Services to manage fleet-related financial processes, including internal chargebacks, VISA reconciliations and reporting lost or compromised corporate credit cards.
• Provides administrative oversight for contracted bus drivers, ensuring all documentation and scheduling requirements are met

• Completes all departmental purchase orders (DPOs), requisitions and verifies invoices.
• Prepares Interdepartmental Transfers, Receipt for Goods and Services, and Request to Invoice forms.
• Prepares PO documentation and facilitates purchasing from distributors.
• Reconciles VISA statements.
• Ensures timely completion of expense reports.

• Monitors and documents emergency incidents and maintenance situations to ensure a prompt and recorded response.
• Provides administrative support for Campus Facility projects.
• Supports equipment/building licensing and inspection code issues.
• Organizes and upgrades records, plans and specifications for all campus structures and systems.

• Manages the regular updating and organization of Material Safety Data Sheets (MSDS) and Hazard Identification records.
• Chairs the monthly Campus Facilities Occupational Health and Safety meetings to facilitate communication and safety oversight.
• Maintains comprehensive departmental documentation and up-to-date staff training certifications to ensure full compliance with Occupational Health and Safety (OH&S) regulations.

• Certificate in Office or Business Administration or related program preferred or a combination of education and experience will be considered
• 2 to 3 years experience in an office environment
• Previous experience with Building and Land Inventory Management System (BLIMS) and Capital Planning Software (VFA) is an asset
• Possess excellent computer skills including Google Suite, MS Office and database programs
• Manages financial transactions with a high level of internal controls ensuring accuracy, completeness and proper controls in cash handling, the segregation of duties and reconciliations.
• Ability to complete work accurately with appropriate attention to detail
• Strong organizational and time management abilities
• Superior written, oral and interpersonal communication skills
• Ability to maintain confidential information
• Demonstrate good reasoning and decision making skills
• Possess a good working knowledge of office equipment
• Displays honesty, integrity and a strong sense of ethics in all decisions and actions.
• Ability to comply with and follow established policies, procedures, guidelines and direction in effect and applicable.
• Demonstrate a strong dedication to promoting inclusivity and diversity by actively seeking out and valuing diverse perspectives, fostering a welcoming and supportive environment for individuals of all backgrounds, and continuously striving to create a culture of respect and understanding
• Actively promote and reinforce practices that prioritize the well-being and security of all individuals at Olds College and show a proactive attitude towards safety measures, continuously striving to enhance safety protocols and instill a culture of shared responsibility and accountability when it comes to maintaining a safe and secure work setting

Conditions of Employment:

• Physical effort required; lifting of parcels or supplies when executing mailroom duties.
• Environmental Exposure: Direct exposure to trades workshop environments containing associated machinery noise and chemical fumes.
• Criminal Reference check with a Vulnerable Sector Check that is free of any offenses.
• Must respect and actively promote health and safety policies.

Olds College offers a competitive benefit plan:

• Extended Health, Dental, and Prescription Drugs benefits

• ‘Olds College in the Community’ volunteer leave
• Professional development and opportunities for growth, including employee and family tuition waivers

Open until suitable candidate found

We thank all individuals for their interest in this position.

We appreciate the time involved for candidates in the application process.

At this time, please note only those selected for interviews will be contacted.

Olds College is committed to an equitable, diverse, and inclusive workplace.

We welcome applications from all qualified persons.

We encourage applications from women, Indigenous Peoples, racialized persons, persons with disabilities and persons of any sex,