Overview
Clerk II, Facilities Management & Planning – Temporary Jobs in Ottawa, Canada at Children’s Hospital of Eastern Ontario
Position: Clerk II, Facilities Management & Planning – Temporary Full-Time (1.0) (until July 2027)
Compensation
Pay Range: $25.26‑$31.04 per hour
Position Summary
The Clerk provides administrative and clerical support within the Facilities Management Department, handling reception duties, communication with FM staff and contractors, purchase order preparation, and maintenance of project and work order records.
Responsibilities
- Receive calls, emails, or verbal requests for services.
- Log all requests in the computer‑based Control System, capturing request details, location, user/contact, cost centre, sub‑account, and assigned tradesperson.
- Produce assigned work orders using the proprietary Maintenance Inventory Management System and distribute them to appropriate staff.
- Enter work order close‑out once the work is complete.
- Assist with vacation coverage of inventory receiving and purchasing duties.
- Notify facilities maintenance staff by radio of any emergency work requiring immediate attention.
- Contact specialist service contractors for equipment malfunctions (e.g., elevators, chillers, fire alarm systems, sterilizers, operating room lights, pest control).
- Monitor the medical gas alarm panel and respond to incoming alarms.
- Supervise a radio base station on a frequency with eleven portable units.
- Liaise with two‑way radio vendor for repairs and new purchases.
- Assign appropriate cost centre and sub‑account to each work and purchase order to facilitate expenditure control.
- Produce purchase orders (formal contract) for all one‑time and repetitive service contract support.
- Maintain a purchase order log book and distribute copies to contractors, finance, and facilities management.
- Produce regular purchase order and cost summary reports by cost centre.
- Review, verify, and reconcile all invoices against approved purchase orders before certification.
- Contact contractors to reconcile errors or omissions and forward certified invoices to finance for payment.
- Maintain complete project files for all capital and maintenance projects and repetitive full service contracts.
- Requisition service and supplies using a CHEO VISA credit card, reconcile monthly statements, and assign appropriate cost centres and sub‑accounts.
- Issue security and parking passes for all contractors; maintain a pass control log book.
- Maintain a tender pickup, delivery, and opening system for one‑time tendered contracts and gather contractor documentation (general liability insurance, WSIB, Ontario Sales Tax Registration).
- File, order office supplies, photocopy, take messages, and prepare signage.
- Maintain records for facilities management staff shifts, overtime, absences, and leaves; input all staff activity into Staff Right every two‑week pay period and forward to Payroll.
- Reconcile pay‑cheque discrepancies, initiate corrective action, and maintain a sign‑in log for temporary staff and students.
- Assist with security and parking time‑keeping.
- Supervise contracts for wheelchair repairs, hospital signage, and pest control; authenticate requests, requisition services, raise purchase orders, ensure contract compliance, reconcile invoices prior to certification.
- Perform work in accordance with the Occupational Health and Safety Act, regulations, and CHEO corporate/departmental policies.
- Obtain approval for signage requests; issue purchase orders and follow up with suppliers.
- Be available for occasional overtime and perform other related duties as assigned by the supervisor.
Qualifications
- Criminal Record Check (Essential)
- Secondary School Graduation Diploma (Essential)
- Community College Diploma (Preferred)
- Minimum 6 months of related experience (Essential)
- Knowledge and experience with Microsoft applications (Outlook, Excel, Word) (Essential)
- Effective oral and written communication skills (Essential)
- Experience in a financial setting and with financial processes (Preferred)
- Knowledge and experience with purchase order creation, invoicing, and construction project administration (Essential)
- Ability to deal effectively with internal and external customers (Essential)
- Ability to prioritize and manage a diverse workload (Essential)
- Fluently bilingual in French and English (Preferred)
- You will be represented by the Laborers International Union of North America (LiUNA).
- All candidates meeting essential and preferred qualifications may be tested as part of the comprehensive pre‑screening and evaluation process.
Equal Opportunity / Diversity
CHEO values diversity and is an equal opportunity employer. We are committed to providing an inclusive and barrier‑free work environment and welcome interest from all qualified applicants.
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Title: Clerk II, Facilities Management & Planning – Temporary
Company: Children’s Hospital of Eastern Ontario
Location: Ottawa, Canada
Category: