CLK 09R – Facilities Clerk

Classification: Clerk R9 
Reports to: Manager, Property Services 
Salary Range: $50,190.86 to $56,546.21 per annum
Union/Excluded: BCGEU
Security Screening: Required
Job Type: Temporary full time opportunity until December 2025

Additional Info: An eligibility list to fill future vacancies may be established. Testing may be required. This temporary opportunity may be extended or made regular.

We are seeking a Facilities Clerk to join our team in VICTORIA, British Columbia, Canada. 

As the Facilities Clerk, you will provide technical and administrative support for building operations and services. You will perform similar types of tasks in each functional area and may be assigned for a short or long term in one or more areas, depending on operational need. Key functional areas encompass: supplies, furniture and equipment procurement, inventory and maintenance; financial administration and facilities operations.

Please note this position is located in our Victoria, BC office and requires full-time on campus.

Responsibilities

1. Supplies, Furniture and Equipment 
   – Receives requests for furniture, equipment and supplies and obtains approvals for unique/special orders. Checks established government suppliers or seeks out other suppliers to compare price, quality, suitability and availability. Provides product information and analysis (including recommendations for purchase and disposal) of furniture and equipment. Ensures Corporation standards and requirements are met. 
   – Stores, retrieves and delivers furniture and equipment to and from the stock room and offices located in several buildings. Monitors deliveries, keeps staff advised regarding backorders, verifies supplier invoices against delivery receipts and follows up on discrepancies or incorrect items. 
   – Maintains office supply closets throughout the Corporation and initiates and tracks supply orders as required. Provides input into the budget for anticipated expenditures. 
   – Completes workstation configuration and set-up changes to enhance ergonomic function. Assembles, installs, adjusts and moves furniture and equipment as necessary. Proactively monitors the condition of furniture and equipment and, responds to staff concerns. Repairs and maintains equipment or arranges for service by service provider. 

   2. Financial Administration and Purchasing 
   – Records, reconciles and tracks purchasing information by determining coding and entering invoices into financial accounting system (Fusion). Validates and processes invoices for payment. Reviews suppliers accounts and follows up where there are issues. Generates and provides ad hoc reports when required. 
   – Prepares financial documents for the Property Services Manager and reviews for accuracy, completeness and appropriate approvals. 
   – Monitors supply rate usage to assist in forecasting standard ordering. Assists the Property Services Manager with developing processes for ongoing supply or large purchase requirements, ensures information and terms are clear and accurate. 

   3. Building Security 
   – Issues and replaces access cards and keys (building, room and furniture). determines access required for staff, visitors and contractors, activates/deactivates cards and assigns access levels, orients staff on usage, ensures forms are completed, and retrieves cards and keys from terminating employees or contractors. 
   – Maintains the building security access card and key inventories. Participates in security reviews, including implementing security system upgrades. Administers semi-annual access card verification processes. Works with directors or managers to modify individual or group card access levels. 
   – Works with key suppliers and locksmiths to create and/or replace keys and/or locks. 
   – Participates in managing security by monitoring video cameras and reporting security concerns. 
   – Monitors doors functions to ensure building security is maintained and takes appropriate action if issues are found and/or reported to the branch. 
   – Investigates suspicious person/activity that is reported to the branch and works with appropriate personnel (manager, director, WSI, police) to resolve. 
   – Ensures the safety of Reception staff by responding to panic alarms and following established 

   4. Facilities Operations 
   – Acts as backup to the Building Safety Officer in all operations. Assists the Building Safety Officer with building evacuation procedures and evacuation drill planning. Acts as backup to Incident Commander during an event or provides support to the Incident Commander during an event. Oversees the safe evacuation of staff, accounts for all staff and reports to the Incident Commander. 
   – Assists with renovation and relocation projects and provides assistance as needed to contractors and Property Services Manager. Sets up facility project accounts in the financial system and enters and tracks expense information by project. Generates regular and ad hoc project reports. 
   – Identifies systemic, difficult or unusual facility issues and liaises with CBRE to ensure corporation buildings maintenance and safety concerns are addressed. Initiates minor service requests from CBRE. Escalates unusual problems and items requiring further authorization to immediate Manager, Accommodation and Real Estate Services (ARES) or outside service providers. 
   – Assists with daily operational and emergency building service functions. Contacts appropriate CBRE or Jawl representatives and contractors where technical expertise is required such as plumbing, electrical, heating, ventilation and janitorial issues. 
   – Implements corrective action resulting from Jutland Joint OSH Committee initiatives. 

   5. Service & Inventory Administration 
   – Administers and coordinates service, supply and equipment requests, facilities forms and work orders. Assesses requests and distributes tasks to coworkers ensuring efficient use of resources based on the nature of the request, workflow principles and individual workload. Maintains a request tracking database, monitors progress and coordinates services with Facilities Clerks, service providers and contractors. Provides regular activity reports to the Property Services Manager. 
   – Administers the corporate asset inventory system (excluding computer equipment) ensuring all new assets are inventoried, labeled and their location tracked. Administers and coordinates an annual inventory process ensuring corporate assets are accounted for. Produces corporate asset reports and updates system as required. 
   – Ensures deliveries and shipments of goods and equipment are received as ordered and in good condition and validates receipts. Ensures receiving and staging area is organized for incoming shipments and ongoing projects. 
   – Accepts and logs courier deliveries and shipments and assists arranging for pick-up. Provides information to staff on outgoing courier deliveries. 
   – Administers the corporate parking program, managing a waitlist, assigning parking spaces and advising Robbins Parking of changes. Collects payment for corporate spaces and provides information to Finance and Payroll for processing. Provides information to staff about parking options in the vicinity. 

6. Other Duties 
– Carries out a variety of related assignments and participates in facility management projects and initiatives. 
– Performs the required physical duties of this position such as lift boxes and equipment weighing up to 60 lbs; push and pull heavy carts inside and outside including slopes; and reach shelves up to 9 feet using a stepping stool or ladde
– Prepares interim and year-end financial statements including notes and schedules   (35%)  [CE1] 

Qualifications

Must have

• High school Diploma or equivalent.
• One year of office administration experience
• Demonstrated experience with Microsoft Office software (e.g., Excel, Word, Outlook, Power Point).
• An equivalent combination of education, training and relevant experience may be considered.

Nice to have

• Administrative experience in the public sector is preferred.
• Experience using Oracle Fusion is preferred.[CE2] 

Knowledge, Skills and Abilities

• Demonstrated proficiency and working knowledge with current computer applications such as Excel, MS Word, Windows and PowerPoint to create and edit spreadsheets, databases, electronic mail, and a variety of word documents.
• Demonstrated ability to organize and carry out multiple tasks.
• Demonstrated ability to review and assess compliance to regulations and policy.
• Demonstrated ability to work well as part of team.
• Demonstrated ability to use computer applications to word process, develop presentation material and manage data including monitoring, tracking and reporting on inventory.
• Demonstrated ability to resolve routine problems and refer non-routine problems to supervisor.
• Ability to assemble, install, operate and troubleshoot a variety of office equipment such as desk components, panel system, ergonomic keyboard trays, and filing systems.
• Must be willing and able to lift, push, pull and carry materials and equipment for extended periods, work in confined spaces, handle dust and various spills and to adjust your schedule on rare occasions.
• Demonstrated ability to communicate effectively verbally and in writing, respond to routine and priority requests for information and assistance from internal and external clients, and to provide and obtain clear, concise and accurate information
• Knowledge of office procedures, inventory tracking, invoice management, and accounting and purchasing practices.
• Knowledge of BCERMS BC Emergency Management System, the Roles of the Safety Officer and all others involved in the evacuation process.
• Working knowledge of financial procedures and practices
• Knowledge of facility functions, building operations and maintenance.
• Basic knowledge of building OHS regulations and codes

Application requirements

Cover letter: Please do not submit a cover letter; it will not be reviewed.

Resume: A resume is required as part of your application. Ensure your resume includes your education, the start and end dates (month and year) of your employment, and any relevant information that relate to the job requirements.

Questionnaire: As part of the application process, you will be prompted to complete an online questionnaire to demonstrate how you meet the job requirements. Responses will be used to shortlist applicants against the job requirements. Please allow approximately 15 minutes to complete this questionnaire.

Applications will be accepted until 11:59 pm PST on the closing date,05/21/2025 . Late applications will not be considered.

Diversity & Inclusion

BC Pension Corporation is an equal opportunity employer committed to establishing an inclusive, equitable, and accessible environment for all. All qualified applicants will receive consideration for employment without regard to race, national origin, age, religion, disability, sexual orientation, gender identity or expression, marital status or any other basis protected by applicable law. 

We are committed to ensuring that reasonable accommodations are made available to persons with disabilities during the recruitment, assessment and selection processes and will provide reasonable accommodations upon request. If you require assistance or accommodation due to a disability, please email us at jobs@pensionsbc.ca.  

Thank you for your interest in working with us. We will let you know about your status in this competition as soon as possible. If you have questions about this opportunity, please email us at jobs@pensionsbc.ca.