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Administration Technician – Building Services

Cégep Héritage College

This is a Contract position in Gatineau, QC posted July 28, 2022.

ROLE SUMMARY : The principal and customary work of the employee in this employment class consists in performing various types of technical tasks of an administrative nature. Specifically, it involves a variety of administrative duties of relatively complex nature related to the daily operation of the purchases in the Building Service Department in conjunction with college policies and bylaws. The employee also assists in the management of financial and material resources, tendering, preparing of contracts, and building services. The employee assists personnel as well as users of the department concerned. This employee is the contact person for all purchasing activities.

DUTIES:

  • Solicits competitive quotes on products and services for purchases related to operating budgets, and performs the subsequent analysis with respect to price, specification, quality, delivery, after sales service, and warranty.
  • Issues purchase orders in accordance with College procedures, practices and bylaws.
  • Processes purchase requisitions resulting from capital requests where tenders by invitation or public tenders are not required.
  • Does the follow-up of the open purchase orders with the suppliers and informs the internal users about any significant changes.
  • Processes reception of the items in the system and distributes the packages to the receivers.
  • Controls the reception of the invoices, verifies its information, and submits the necessary documents to Financial Services for payment.
  • Arranges the return of goods for credit and investigates problems arising from discrepancies between invoices and purchase orders.
  • Assists in the processing of purchase requisitions resulting from the capital process which require multiple quotes or tenders in conjunction with the Building Services Manager.
  • Creates and maintains a product and services coded catalogue and ensures the distribution of appropriate categories to departments.
  • Keeps informed on the laws and rules relative to goods and services, taxes and customs regulations.
  • Maintains an orderly and up-to-date supplier catalogue file.
  • Controls the petty cash of the department.
  • Provides regular training to departments on the automated purchasing system (Clara) with follow-ups to ensure proper usage and advises of new features.
  • May be asked to coordinate the work of other support employees involved in the carrying out of programs or technical operations for which the incumbent is responsible.
  • May act as back-up to the Administrative Support Agent – Class I when absent.
  • May represent the department on committees regarding purchasing matters.
  • Performs any other related task.

MINIMUM QUALIFICATIONS REQUIRED:

    • Diploma of collegial studies (DEC) in Administration, or a diploma or attestation of studies whose equivalence is recognized by the competent authority.
    • Must possess very good communication skills in both English and in French (oral, written and comprehension).
    • Experience with Microsoft Office is essential.

    ADDITIONAL QUALIFICATIONS:

      • Must possess excellent communication, organizational and interpersonal skills.
      • Must be fully Bilingual (French/English)
      • Must have excellent analytical and problem solving skills.
      • Must be diligent, dynamic, creative and resourceful.
      • Must be able to work independently and efficiently with minimal supervision, and have the ability to work as part of a team.
      • Must be flexible and able to adapt quickly to different situations.
      • Must have a strong work ethic and be able to exercise discretion.
      • Knowledge of the Cégep educational system would be an asset.

      SALARY RANGE (PER HOUR): 24.21$ – 32.32$

      SPECIFIC SECTION:

        Package

        Salary: 24.21-32.32