Distribution Services Clerk, Supply Chain Management

at  The University of Calgary

Description
The Distribution Services within Supply Chain Management is currently seeking a Full-time Temporary Distribution Services Clerk for up to 6 months.
The Distribution Services Department provides the following services and support to University departments/faculties: shipping and receiving, mail delivery, general storage, furniture moves and installation, equipment disposal, and confidential document pick-up and disposal.
The Distribution Clerk reports to a Team Leader and is required to carry out varied duties with a high degree of competence and accuracy. Effective communication skills are essential to deal with customers in a wide range of capacities across campus. The working units operate on team-based principles. The normal shift schedule is 35 hours per week, Monday through Friday.
The Distribution Clerk is responsible for the receipt and processing of all incoming shipments and mail for the University of Calgary from suppliers, departments, Canada Post, and other organizations. The primary tasks may vary depending on work assignments within the Distribution Services area.
Responsibilities for this position includes the operation of a delivery van, 1-ton or 3-ton delivery vehicle providing pick-up and delivery service to departments on campus as required.
Current Regular, Sessional or Recurring Part-time (RPT) Support Staff applying on this Temporary position are strongly encouraged to review Article 42.06 - Job Opportunities of the University and AUPE Local 052 collective agreement. In advance of accepting a Temporary position, affected employees are required to seek written confirmation from their manager as to whether their Regular, Sessional or RPT position will be available to return to at the conclusion of the temporary assignment.

Summary of Key Responsibilities (job functions include but are not limited to):

• Centrally receives the majority of incoming shipments of goods and equipment delivered to the University.
• Verifies accuracy and condition of all shipments. Receives and reconciles in the University of Calgary ERP System (PeopleSoft).
• Responsible for liaising with Procurement and Vendors on quality control issues related to shipments, including short-shipments, damaged goods etc.
• Ensures all shipments classified as dangerous goods meet government regulations prior to receiving/handling.
• Accurately processes and sorts incoming shipments/mail for delivery.
• Enters shipment data into package tracking system for all shipment traffic processed through Distribution Services.
• Prepares outbound shipments, including dangerous goods, based on chosen mode of transportation to final destinations, including accurate completion of documents.
• Provides shipment status upon customer requests.
• Recommends and arranges most efficient means of transport for goods and services upon request.
• Ensures all shipments are secure prior to transporting.
• Responsible for processing outbound mail and reconciliation of financial information related to postage costs.
• Tracks and records volumes for trends crucial to budget analysis.
• Must be proficient in developing and maintaining a healthy team environment with expertise in all areas.
• Duties will include, as part of the Supply Chain Management process, the responsibility of handling and processing purchased goods and equipment relating to materials distribution, postal services and equipment/furniture disposal.
• Required to make a positive impact on all requests and inquiries by departments.
• Must ensure actions are definite and clear to establish trust throughout the campus.
• Must be able to identify problems and take appropriate action to resolve them.
• Responsible for assisting in the development and refinement of services in anticipation of growth and increased demand for services at the University.
• Performs at a very high degree of accuracy, efficiency and speed with an understanding that services have a direct impact on academic and research departments as well as services provided to students.
• Must be flexible and able to adjust levels of service to meet the timelines of academic and research departments.
• Ensures policies and procedures established by Supply Chain Management and the University are followed.
• Required to be proficient in the use of package tracking software and other related programs supporting Distribution Services and Supply Chain Management business processes.
• Works within tight timelines and is able to multi-task.
• Possesses good problem solving skills.
• Ensures the immediate supervisor is kept informed of activities, changes or problems encountered when providing service to the campus.
• Ensures regular work attendance and punctuality on a daily basis.
• Ensures daily tasks are completed both individually and collectively with minimum overtime.
• Interacts effectively with co-workers and staff on campus, demonstrating consideration and respect.
• Aware of the impact of behavior on others and able to modify approach effectively.
• Ensures that equipment and work space/facilities supplied by the University are maintained and kept in good order.

QUALIFICATIONS / REQUIREMENTS:

• Completion of Grade XII, and/or three to five years of experience in a clerical, postal, shipping and receiving or stores area.
• Experience with Package Tracking hardware and software are essential, as well as knowledge of ERP systems (preferable PeopleSoft).
• Must be in good health; possess good communication, interpersonal skills and proven ability to handle customers both on and off campus in a pleasant and businesslike manner.
• Must be proficient at data entry.
• Computer experience with Microsoft Excel, Word and Outlook would be an asset.
• Must successfully complete WHIMIS and Transportation of Dangerous Goods training.
• Must have experience in shipping dangerous goods via air in conjunction with IATA regulations
• Knowledge of U of C South Campus Shipping and Receiving would be an asset.
• Must be able to perform heavy manual work.
• A valid Class 5 driver¿s license (cannot be a graduated license) with proven good driving record (abstract required).
  Application Deadline: October 8, 2024.
  We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.
  This position is part of the AUPE bargaining unit, and falls under the Operational / Administrative Job Family, Phase 2.
  For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.

• Centrally receives the majority of incoming shipments of goods and equipment delivered to the University.
• Verifies accuracy and condition of all shipments. Receives and reconciles in the University of Calgary ERP System (PeopleSoft).
• Responsible for liaising with Procurement and Vendors on quality control issues related to shipments, including short-shipments, damaged goods etc.
• Ensures all shipments classified as dangerous goods meet government regulations prior to receiving/handling.
• Accurately processes and sorts incoming shipments/mail for delivery.
• Enters shipment data into package tracking system for all shipment traffic processed through Distribution Services.
• Prepares outbound shipments, including dangerous goods, based on chosen mode of transportation to final destinations, including accurate completion of documents.
• Provides shipment status upon customer requests.
• Recommends and arranges most efficient means of transport for goods and services upon request.
• Ensures all shipments are secure prior to transporting.
• Responsible for processing outbound mail and reconciliation of financial information related to postage costs.
• Tracks and records volumes for trends crucial to budget analysis.
• Must be proficient in developing and maintaining a healthy team environment with expertise in all areas.
• Duties will include, as part of the Supply Chain Management process, the responsibility of handling and processing purchased goods and equipment relating to materials distribution, postal services and equipment/furniture disposal.
• Required to make a positive impact on all requests and inquiries by departments.
• Must ensure actions are definite and clear to establish trust throughout the campus.
• Must be able to identify problems and take appropriate action to resolve them.
• Responsible for assisting in the development and refinement of services in anticipation of growth and increased demand for services at the University.
• Performs at a very high degree of accuracy, efficiency and speed with an understanding that services have a direct impact on academic and research departments as well as services provided to students.
• Must be flexible and able to adjust levels of service to meet the timelines of academic and research departments.
• Ensures policies and procedures established by Supply Chain Management and the University are followed.
• Required to be proficient in the use of package tracking software and other related programs supporting Distribution Services and Supply Chain Management business processes.
• Works within tight timelines and is able to multi-task.
• Possesses good problem solving skills.
• Ensures the immediate supervisor is kept informed of activities, changes or problems encountered when providing service to the campus.
• Ensures regular work attendance and punctuality on a daily basis.
• Ensures daily tasks are completed both individually and collectively with minimum overtime.
• Interacts effectively with co-workers and staff on campus, demonstrating consideration and respect.
• Aware of the impact of behavior on others and able to modify approach effectively.
• Ensures that equipment and work space/facilities supplied by the University are maintained and kept in good order