Facilities Support Clerk III

  • Status*:
  • Job Type:
    Permanent Full Time
  • Competition #:
  • Number of Openings:
  • Posting Date:
    February 18, 2021
  • Closing Date:
    Mar 5, 2021
  • Salary:
    $27.31 per hour
  • Hours:
  • Union Status:
  • Branch:
* Legend
We are accepting applications until the closing date.
Posting has closed, applications are being short-listed.
Short-listed candidates have been contacted for an interview.
Competition is closed.
This posting has been withdrawn.
Job Description:

Vancouver Island Regional Library (VIRL) is looking for a Facilities Support Clerk to join our Team!

Under the direction of the Facilities Maintenance Supervisor, the Facilities Support Clerk is responsible for the coordination and tracking of general building maintenance and repairs, life safety systems, janitorial, shipping and receiving, fleet management and lease renewals.  Further, the Facilities Support Clerk provides general administrative support and assistance to the Facilities Maintenance Supervisor in the areas of maintenance, planning, renovation and construction projects.  Travel will be required.

Representative Duties:

The Facilities Support Clerk provides assistance and support in the following areas:

  1. First contact for all facilities maintenance and repair issues. Responsible for monitoring, maintaining and responding to Facilities Helpdesk requests. This includes assessing and prioritizing facilities related issues;
  2. Informs the Facilities Maintenance Supervisor of the ongoing issues and activities as necessary. Referring all difficult or unusual issues to the Facilities Maintenance Supervisor;
  3. Maintains and coordinates facilities’ annual inspections and certification requirements related to HVAC, fire alarms, fire extinguishers, sprinklers, elevators, electrical and life safety systems;
  4. Assists with the coordination of RFPs for services related to minor renovation requests of branches. This includes coordinating and conducting initial RFP site meeting to identify requirements to bidders;
  5. Supports the Facilities Maintenance Supervisor in the coordination of construction and renovation projects, annual facilities inspections, including maintaining certification records and schedules;
  6. Maintains and coordinates vehicle scheduled maintenance and repairs, including maintaining individual vehicle logs and files;
  7. Tracks and responds to daily shipping and receiving issues of VIRL and courier deliveries, referring more difficult problems or issues to the Facilities Maintenance Supervisor. This includes maintaining and compiling reports for review and forecasting of shipping and receiving services;
  8. Responds to and addresses routine janitorial and other contract service issues, and maintains a record of the current level of service for the tendering of new contracts;
  9. Verifies goods and services on invoices to the pre-approved purchase orders before submission to the Facilities Maintenance Supervisor for review and payment approval; This includes verifying holdbacks, holdback releases and WCB clearance certificates;
  10. Responsible to track and reconcile project expenditures to specific budgets. This includes compiling and generating financial reports for the Facilities Maintenance Supervisor;
  11. Coordinate the physical movement of furniture and equipment between branches;
  12. Maintain facilities records, files and maps, including monitoring lease agreements for renewals;
  13. Supports the Facilities Maintenance Supervisor in maintaining effective communications and relations with Library Managers, staff, contractors, landlords, general public, and senior administrators. Also participates and support various facility related meetings as required;
  14. Provides general administrative support to the Facilities Maintenance Supervisor, including responding to routine issues and inquiries within established policies, procedures and practices, referring more difficult or unusual issues to the Facilities Maintenance Supervisor;
  15. Performs other duties related to the function, as assigned by the Facilities Maintenance Supervisor.

Required Education & Experience:

  1. Building Officials’ Association of BC (BOABC) level 1 Certification or equivalent courses;
  2. Two (2) year diploma in business administration or business management or a technical trade with related administrative and project management experience.  A combination of education and work experience will be considered;
  3. Minimum of two (2) years related work experience, preferably in facilities maintenance or property management within a public sector organization;
  4. Completion of workshops/seminars and/or demonstrated skills and knowledge in the areas of building repair and maintenance including safety and compliance, plumbing, electrical, HVAC, painting, flooring, janitorial and other building related equipment and services, communication and conflict resolution.

Knowledge, Skills & Abilities:

  • Specific experience with facilities operations as they relate to costing and the coordination of repairs and maintenance, renovations, construction and contract management would be an asset;
  • Proficiency with Windows operating systems, Microsoft Office programs including, advanced Excel, Word, MS Project, plus research capabilities on the internet;
  • Excellent oral and written communication skills;
  • Excellent organizational and time management skills and proven ability to work cooperatively as part of a team;
  • Ability to work under the direction of the Facilities Maintenance Supervisor or designate: set priorities and work under pressure;
  • Ability to create, read and understand flow charts, diagrams and blueprints;
  • Ability to sit, stand, walk and climb as required when performing daily work duties, such as facilities site inspections, etc.

You should also know:

You are required to have a valid BC Driver’s License and a reliable vehicle given that there will be travel to various VIRL Branches or potential VIRL Branch locations. You will also be required to satisfactorily complete a Criminal Record Check (Working with Children & Vulnerable Adults).

Applications will be accepted until Friday, March 5, 2021 at 5:00pm.

Your cover letter should clearly identify how you have the knowledge, skills and experience to be successful in this position.

VIRL thanks all applicants for their interest in working with us however only those selected for an interview will be contacted directly.