Head Clerk Learning Resources

(Formerly: Senior Clerk/Technician)

NATURE AND SCOPE OF WORK

The Head Clerk Learning Resources oversees a computerized central warehouse used for the ordering, receipt, storage and shipping of learning resources and other materiel. Computer generated purchase orders are prepared at the resources warehouse and related contacts with suppliers are made.

The Head Clerk works without immediate supervision and is directly responsible for the day-to-day operation of the learning resources warehouse including planning, assigning, scheduling, training and supervising the work of employees engaged in related work. The Foreman may perform tasks similar to those supervised. Independence of action and judgement are exercised subject to district policies and procedures.

The work involves participating in district project management, as required, calculating, administering and monitoring learning resource budgets for district schools, communicating information and supervising the processing of orders, computerized record keeping and organization of shipments to schools.

The Head Clerk Learning Resources reports to Management.

TYPICAL RESPONSIBILITIES

Oversees the operation of centralized ordering, receiving, and shipping of learning resources and materials and the day-to-day operation of the department including, equipment, health and safety, supplies, and hours of operation.

Supervises the work of employees including training, scheduling, planning, assigning and checking the work of staff engaged in related work, and participating in performance evaluations and related activities, as required.

Develops procedures, guidelines and timelines to ensure that resources are received in a timely manner and deadlines are met.

Calculates annual learning resource budget entitlements of individual school/sites, administers funding formulas to determine individual school allocations, and communicates this information to schools.   Monitors budget utilization, prepares reports on various accounts and oversees petty cash.

Receives, consolidates and processes learning resource orders from schools. Clarifies orders and resolves discrepancies by contacting school principals and others. Contacts suppliers, discusses special features of orders and arranges for favourable terms, wherever possible.

Responsible, jointly with Information Services for the overall integrity of the learning resources database including, school orders, vendor files, prices, etc., and the recommendations for implementation of enhancements to software.

Ensures that supplies such as general office supplies, report cards and other learning materials are properly checked, recorded and stored.

Plans and coordinates the rebinding of damaged but salvageable books through contractors.

May act as project leader and/or assist with the planning, implementing and reviewing of special projects such as Software/Multimedia Ordering Procedures and Automated Learning Resource Inventory Project. Works in collaboration with Administrative Assistant - CISC, as required.

Responds to a variety of enquiries and requests from management, schools, district departments, Ministry of Education, other school districts, and vendors.

Participates in various District and Ministry of Education committees as required.

Performs computer-related functions including production of reports, spreadsheets, etc., using a variety of software applications.

Operates a variety of warehouse equipment, as required.

Performs related duties, as required.

JOB REQUIREMENTS

KNOWLEDGE, ABILITIES AND SKILLS

Knowledge of policies, procedures and computer programs relevant to the operation of a warehouse and office, and methods and procedures for automated/computerized ordering, receiving, handling, sorting and shipping of goods.

Knowledge of basic accounting principles and budget functions.

Familiarity with the types of learning resource material used by various departments, and the locations and functions of various facilities within the District.

Knowledge of workplace safety regulations and procedures.

Skill in staff supervision, including the ability to train, direct, assist, schedule, monitor and evaluate and report on the quality and quantity of subordinate's work.

Communication and interpersonal skills and the ability to effectively work with others in a supervisory role in an office or warehouse setting.

Ability and skill to acquire forklift certification and to operate material handling equipment and ability to lift and carry heavy material, to climb a ladder and work on feet for prolonged periods.

Ability to operate computer using a variety of software applications.

TRAINING AND EXPERIENCE

Completion of a two year business management and/or materiel management program.

One year recent related experience, or an equivalent combination of training and experience.

LICENCES, CERTIFICATES AND REGISTRATIONS

None