Clerk/Receptionist

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.

• Provides receptionist duties by receiving visitors, providing information and directing to appropriate area; answers the telephone, directs calls and takes messages.
• 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.
• Maintains a vehicle fleet database by handling requests, booking vehicles, preparing schedules and completing the necessary documentation; keys related information and prepare spreadsheets.
• Maintains a key inventory and control system by handling requests, ordering, receiving and issuing keys, and updating electronic and manual records.
• Liaises with external parking contractors to maintain and monitor systems such as multi-space machines, and parking control gates.
• Works with the insurance broker to arrange and maintain TRU fleet vehicle insurance.
• Works with IT Services to develop parking application system and handle associated difficulties.
• Processes application forms for bike compound keys and distribute keys to students and staff.
• Types routine correspondence; sets up and maintains files; receives, sorts and distributes internal mail; compiles data and prepares reports.
• Take minutes or notes and provides information on parking violations at Parking Appeal Committee meetings.
• Maintains departmental office supplies and equipment.
• Trains general office overload and relief personnel.
• 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.