Clerk II, Facilities Management & Planning - Temporary Full-Time (1.0) (until July 2027)

CHEO•Ottawa, ON

4d•CA$25 - CA$31•Onsite

About The Position

CHEO is a leading pediatric health and integrated child and youth health system, recognized globally for its excellence in clinical care, research, and education. Ranked among Canada's best employers, CHEO serves over 500,000 children and youth annually. This temporary full-time position (until July 2027) within Facilities Management & Planning provides essential administrative and clerical support. The role involves managing communications with staff and contractors, preparing purchase orders, and maintaining project and work order records. The successful candidate will be part of a dynamic team dedicated to ensuring the smooth operation of facilities and supporting the mission of CHEO.

Requirements

Criminal Record Check (Essential)
Secondary School Graduation Diploma (Essential)
Minimum 6 months of related experience (Essential)
Knowledge & Experience with Microsoft applications & Internet i.e. Outlook / Excel / Word (Essential)
Communicate effectively and concisely, both orally and in writing (Essential)
Knowledge and Experience with PO creation, invoicing and construction project administration (Essential)
Deal effectively with internal and external customers. (Essential)
Ability to prioritize and manage a diverse workload (Essential)

Nice To Haves

Community College Diploma (Preferred)
Experience in financial related setting and with financial processes (Preferred)
Fluently bilingual in French and English (Preferred)

Responsibilities

Receive calls/requests for services via telephone, email, or verbally.
Log all requests into the computer based Control System, including details such as the nature of the request, location, user/contact person, 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 information 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).
Monitor the medical gas alarm panel and respond to alarms.
Supervise a radio base station to maintain contact with facilities management staff.
Liaise with the 2-way radio vendor for repairs and new purchases.
Assign appropriate cost centres and sub-accounts to work and purchase orders for expenditure control, tracking, and budget management.
Produce purchase orders for all one-time and repetitive service contract support.
Maintain a purchase order log book and distribute copies to relevant departments and contractors.
Produce regular purchase order and cost summary reports by cost centre.
Review, verify, and reconcile invoices against approved purchase orders before certification.
Contact contractors to resolve errors or omissions in invoices.
Ensure certified invoices are forwarded to the finance department for payment.
Maintain fully documented and complete project files for all capital and maintenance projects and repetitive full service contracts.
Requisition services and supplies using a CHEO VISA credit card, maintain a purchase log, and reconcile monthly statements.
Issue security and parking passes for all contractors and maintain a pass control log book.
Maintain a tender pick-up, delivery, and opening system for tendered contracts.
Gather contractor documentation, including general liability insurance, WSIB, and Ontario Sales Tax Registration Certification.
Perform general office duties such as filing, ordering office supplies, photocopying, taking messages, and preparing signage.
Maintain records for facilities management staff regarding shifts worked, overtime, absences, and leaves.
Input staff activity data into StaffRight every bi-weekly pay period and forward to the Payroll department.
Reconcile pay cheque discrepancies on behalf of staff members and initiate corrective action.
Maintain a sign-in log book for temporary staff and students.
Assist with Security and Parking timekeeping.
Supervise contracts for wheelchair repairs, hospital signage, and pest control, including requisitioning services, raising purchase orders, and reconciling invoices.
Perform work in accordance with the Occupational Health and Safety Act and Regulations and all CHEO corporate/departmental policies and procedures.
Obtain approval and confirmation for signage requests, issue PO's, and follow up with suppliers.
Be available for overtime occasionally if requested.
Perform other related duties as assigned by supervisor.