Learning Resources Clerk

(Formerly: Clerk-Typist I)

NATURE AND SCOPE OF WORK

A Learning Resources Clerk works in a computerized central warehouse/office used for the ordering, receiving and shipping of learning resources and other materials, and performs work of a warehousing and clerical nature.

The work involves the physical handling of various materials in unpacking, packing and moving of boxes, stocking of shelves and bins and the filling of orders. Operation of equipment such as forklift and pallet jack is required of the work.

A Learning Resources Clerk also performs routine clerical work. This includes data entry, checking and matching of forms and documents, the accurate entering of site orders, typing forms and routine correspondence using a computer and a variety of software applications. An employee in this classification also makes and deals with a variety of telephone enquiries from schools, vendors and district offices.

A Learning Resources Clerk receives direction from the Learning Resources Foreman and Management.

TYPICAL RESPONSIBILITIES

Receives, consolidates and processes learning resource orders and other material. Clarifies orders by contacting site Principal or Vice Principal.

Maintains data base to ensure the accurate and timely ordering, receiving and shipping of orders.

Receives, confirms accuracy, checks for damage and signs for shipments from various carriers.

Responds to a variety of enquiries from school Principals, teachers and others regarding the availability of resources.

Utilizes a computer terminal to log receipt and shipment of learning resources.  Distributes materials to appropriate school or district bins, checks for accuracy of bin contents, and packs and labels material for shipment.

Checks, compares and matches a variety of forms and records such as delivery slips, packing slips, purchase orders, lists and order forms.

Verifies and signs vendor packing slips/invoices with goods received and forwards to the Finance Department for payment.

Processes and generates order cancellations, notifies and credits schools where applicable.  Records debits and credits for school budgets held in trust.

Fills orders from stock, e.g. Ministry and District Report Cards, etc.

Arranges for the pick-up, delivery and return of material from the Learning Resources warehouse to district sites and outside vendors.

Counts stock and general supplies on hand.

Provides sites with information regarding on-hand amounts of resources ordered and received from the resources warehouse.

Compiles orders for learning resources by summarizing requirements identified by schools and other departments. Forwards purchase orders to the Purchasing Department or directly to suppliers, as applicable.

Troubleshoots and resolves discrepancies with suppliers, schools and other internal departments. Refers complicated problems to Supervisor or Learning Resources Senior Clerk.

Creates forms and routine correspondence using various software applications.

Receives, opens, sorts and distributes incoming mail. Prepares outgoing mail, including vendor returns via a private courier service.

Performs related duties, as required.

JOB REQUIREMENTS

KNOWLEDGE, ABILITIES AND SKILLS

Ability to work under time constraints and to meet deadlines.

Knowledge of procedures for automated/computerized ordering, receiving, handling, sorting and shipping of material.

Physical ability to lift and carry heavy items, climb ladders, bend, stoop, crouch, stretch, and be on hands and knees for prolonged periods and to work on feet for extended periods.

Skilled in the use of general office equipment including computers, and a variety of software applications.

Communication and interpersonal skills and the ability to establish and maintain effective working relationships with internal and external contacts.

Ability to be flexible and adaptable to changes in daily routine, and to work on multi-tasks, and with many interruptions.

Ability to work with some independence and as part of a team.

Ability and skill to acquire forklift certification and to operate equipment such as pallet jack, hand truck, etc.

TRAINING AND EXPERIENCE

Completion of grade 12, including courses in business procedures and word processing.

Three months' previous related experience, or an equivalent combination of training and experience.

LICENCES, CERTIFICATES AND REGISTRATIONS

None